Operations Coordinator

We are hiring an Operations Coordinator to support across our company to keep the business moving forward. You will handle admin tasks, maintain internal systems, write documentation, and support cross-team projects as they come up. We are actively bringing in AI solutions and automation to replace repetitive manual work. That means some of the tasks you do when you start with us will eventually be handled by AI or an automation.

But your job remains! Your job is to be the person who keeps things running while that transition happens, helps document processes so they can be automated, and stays adaptable as the role evolves. We are looking for someone comfortable working alongside AI tools and open to their own role shifting over time.

Please note this role functions 9-5PM EST, and AI literacy is a requirement for this role. You should already be using Claude, ChatGPT, or similar tools in your daily work.

WHAT YOU WILL BE DOING:

Maintaining Systems & Writing Documentation
A large part of this role is keeping internal tools organized and building the documentation the team relies on. You do not need to be an expert in every tool on day one, but you should be comfortable learning new platforms quickly.
Write and maintain SOPs (standard operating procedures) for repeatable processes
Build and own the onboarding/offboarding checklists: account setup, credential management, tool access, permissions
Create self-service guides (Loom recordings + short written docs) so tea ---------- mbers can handle routine tasks themselves
Organize and maintain the company Google Drive, Notion workspace, and shared documentation
Audit Slack channels, keep descriptions current, and help enforce communication routing standards
Keep credential records updated (1Password, shared logins, 2FA)

Recurring Admin & Coordination
The daily and weekly operational tasks that keep the team running. None of this is flashy, but it is important and it cannot be dropped.
Monitor and triage support inboxes (respond to client and lead inquiries, escalate as needed)
Manage Notion portal updates (market records, inspection reports, resource pages)
Coordinate creative asset requests and submissions
Calendar management and meeting scheduling for leadership
Cross-team task routing: make sure requests get to the right person and do not sit in a DM unanswered

Supporting Cross-Team Projects
From time to time, leadership will kick off projects that need someone to keep them organized and moving. You are not leading these projects or making the strategic decisions. You are the person making sure the pieces come together: tracking what is due, following up with people, flagging blockers, and keeping the project channel active.
Help set up project channels, timelines, and milestone trackers when leadership starts a new initiative
Follow up with tea ---------- mbers on deliverables and deadlines they have committed to
Surface blockers early. If something is stuck, say so. Do not wait until the deadline passes
Help coordinate tool rollouts and new system setups as they come (for example: setting up a new pipeline in Pipedrive, configuring a new Notion workspace, onboarding a new vendor)
Working With AI Tools

We use AI daily and expect you to as well. This is not about being a technical AI expert. It is about being someone who reaches for Claude or ChatGPT before doing something manually when the tool can do it faster.
Use AI to draft SOPs, summarize meeting notes, clean up documentation, and build templates
Flag repetitive tasks in your own workflow that could be handled by AI or automation
Stay open to new AI tools as we roll them out and adapt your workflow accordingly
Help document processes clearly enough that an AI solution or automation could eventually take them over

You Might Be a Good Fit If You...
See a task and start working on it without being asked twice
Get tagged in a Slack channel and respond with work, not silence
Are comfortable juggling multiple tools and switching between platforms throughout the day
Write clearly. Your documentation should make sense to someone reading it for the first time
Already use AI tools daily and would feel weird working without them
Care about finishing things. A half-built SOP or an unanswered inbox is not acceptable to you
Can take a vague ask (“we need a better onboarding checklist”) and come back with a working first draft
Are okay with your role changing as the company grows and automates. You are not protective of tasks — you are protective of outcomes


Tools You Will Use - Required (moderate experience expected)
Google Workspace (Docs, Sheets, Slides)
Slack
Zoom
Go High Level (GHL)
Pipedrive
Jira
AI tools (Claude, ChatGPT, or similar) — active daily use, not just awareness

ABOUT US:
We are a short-term rental company that helps people invest in Airbnbs that actually perform. We work with high-income professionals and W2 earners who want to invest in short-term rental properties for cash flow and tax savings. We find the property, underwrite it with proprietary data, and walk our clients through every step from acquisition to launch.

Interested in applying? Submit your application with a message that includes a short note (2–3 sentences) about
how you currently use AI tools in your work and a specific example that connects to this role