Operations Coordinator

Loot Labs is on a mission to make collecting fun. We are passionate about bridging the gap between collectible markets and avid collectors. We believe that every collectible tells a story: of passion, nostalgia, and discovery.
Launched in 2023, our flagship product, Boxed.gg, reimagines how fans discover and own their favorite collectibles. Digital entertainment meets real-world collectibles delivered straight to fans' doorsteps, transforming the thrill of the hunt into a seamless, interactive experience.
We are a global, remote-first company, with leadership from Microsoft, Boeing, Lucas Arts, Twitch, and 2K. As we continue to expand into new categories and launch new initiatives, Loot Labs is becoming the ultimate destination for collectors and brands alike. If you’re excited by creativity, community, and building something that sparks joy at scale, you’ll feel right at home here.

The Operations Coordinator is a high-ownership individual contributor role designed to eliminate recurring operational bottlenecks and unlocks strategic efficiencies. You will support the day-to-day operating rhythm across Operations, Finance, Customer Support, Risk/Fraud, and Tooling/Automation.

You will own critical recurring workflows that enables faster and more accurate financial and operational reporting, including weekly KPI hygiene, AP/purchasing, vendor and contract tracking, crypto top-offs with proper controls, and first-line tooling support, ensuring data accuracy, operational continuity, and faster execution across the business.

This role is the perfect fit for someone who:

• Wants to have a direct impact on the business by keeping our operating rhythm predictable, accurate, and scalable

• Enjoys bringing order to complexity — someone who loves using data, dashboards, and clean workflows to drive informed decisions

• Gets energy from being the connective tissue across Ops, Finance, CS, and Fraud/Risk, and delivering reliable reporting data that leadership can trust to build executive reports

• Is looking for a growth path into Operations, BizOps, or Program Management by mastering cross-functional coordination and operational controls

Reporting & KPIs

• Collect and deliver data for weekly Operations Reports & maintain KPI trackers and definitions in Notion.

• Maintain data hygiene across Notion ⇄ Databox ⇄ Mixpanel ⇄ QBO (definitions, filters, saved reports); surface anomalies early.

• Prep and organize weekly snapshots of department KPIs for operations leadership (inventory counts, intake/throughput, exceptions); flag risks and escalate early.

AP, Purchasing & Assets

• Manage invoice intake → approval routing → payment queue in bill.com with support from the Accounting team.

• Track vendors, contracts, renewals, and purchasing needs with strong documentation and controls.

Light Treasury Ops (with controls)

• Perform Coinbase/Waxpeer balance checks; prepare top-offs under dual control; maintain approval logs.

• Maintain logs, follow audit trails, and escalate discrepancies immediately.

Vendors & Contracts

• Track contract status/renewals; partner with Legal/Finance; maintain a clean vendor register.

Tooling Triage & Light Automation

• First-line owner for small breaks across Notion, Databox, Mixpanel, and Retool connectors.

Company Operations Support

• Partner with the Director of Operations to prioritize, coordinate, and execute cross-functional tasks—owning recurring workflows and closing loops with clear SLAs.

Experience

• 2–4 years in operations, business ops, finance ops, AP/purchasing, or project coordination in a fast-moving environment (startup/e-commerce/online games/collectables helpful).

Skills

• Spreadsheet proficiency (lookups, SUMIF/S, pivots) and comfort with dashboards/definitions.

• Hands-on with Google Workspace, Notion, QBO; quick to learn new platforms and tools.

• Process/controls mindset—checklists, approvals, audit trails, and clean documentation.

• Clear written communication for Slack updates and SOPs; proactive follow-through.

• Trust & Confidentiality: Demonstrated history of handling sensitive financial, employee, and customer data with discretion; consistently follows approval workflows and audit requirements.

• Integrity & Controls Mindset: Adheres to the principle of least privilege, documents actions, and escalates when something looks off—no shortcuts on approvals or reconciliations.

• AI as a Force Multiplier: Proficient using AI tools (e.g., ChatGPT, automation platforms) to draft, summarize, QA, and accelerate work—while ensuring human judgment and data accuracy.

• Human-in-the-Loop Quality: Knows when to stop prompting and do the work directly; verifies AI outputs against source systems (QBO, Mixpanel, Databox, Notion) before publishing.

• Familiarity with Notion, Mixpanel, Databox, Retool, and/or basic automation tools.

• Exposure to e-commerce, payments, or crypto operations.

• IC role with high ownership; no direct reports on day one.

• Core collaboration in Pacific time; crisp async updates and respect for deep-work blocks.

• Bias toward documenting once and automating where sensible.