Creative Operations Coordinator

The Escape Game•Brentwood, TN

1d•Onsite

About The Position

Every game we create starts as an idea on a whiteboard and ends as a fully immersive world our guests step into. Between those two points, there are hundreds of materials to order, prototypes to build, vendors to wrangle, and deadlines to hit. That’s where you come in. As our Creative Operations Coordinator, you’ll work directly alongside our Product Design and R&D (Creative Engineering) teams to help bring our games to life. Designers dream up the puzzles and stories, engineers build the props and tech that make them work, and you make sure they have everything they need to do it. When a prototype needs parts by Friday, a team needs to fly out for an install, or leadership needs a clear picture of where the budget stands, you’re the one who makes it happen. This is a crucial role for keeping the department organized and on track. Your time will generally be split evenly between both teams and between our Brentwood HQ and Smyrna production studio, and you’ll work with team leads to balance priorities when needs overlap. You’ll bring structure to a fast-paced, hands-on creative shop, and your work will directly shape how quickly and smoothly our next game makes it from concept to opening day.

Requirements

Two or more years in an administrative, operations, or coordinator role.
Strong Google Sheets or Excel skills, plus comfort building simple dashboards.
Proven ability to manage competing priorities for multiple stakeholders.
Comfort using AI tools, or genuine excitement to learn. We use Claude every day and will help you get up to speed.
Valid driver’s license, reliable transportation, and a clean driving record.
Ability to lift up to 50 pounds and work in a shop environment.

Nice To Haves

Experience with ADP, Divvy, and Cashflow360. You’ll also learn our internal tools.
Experience using Claude or similar AI tools to build dashboards, automations, or simple apps.
Experience with dashboard tools such as Looker Studio, Tableau, or similar.
Background supporting a design, engineering, fabrication, or production team.

Responsibilities

Place, track, and follow up on orders for materials, tools, and supplies for both teams, within approved spending limits.
Collect and log all receipts accurately and on time in Divvy, flagging discrepancies early.
Review and approve time cards in ADP on schedule, resolving errors with team members.
Pick up, drop off, and return materials and supplies from local vendors as needed.
Track stock levels, reorder before we run out, and keep storage organized.
Book and manage team travel for location visits and installs.
Keep project, purchasing, and inventory data accurate and up to date.
Build and maintain dashboards that give leaders clear visibility into spending, inventory, and project status, using Claude to build and improve them quickly.
Use Claude, our AI tool of choice, to automate reporting, streamline repetitive admin tasks, and build simple internal tools that save the team time.
Maintain vendor contacts, accounts, and pricing, and build strong relationships with key suppliers.
Help reconcile spending against budgets and prepare records for monthly close.
Maintain the team calendar, schedule meetings, and reserve spaces for both teams.
Track and celebrate team members’ TEGaversaries and birthdays so milestones never slip by.
Prepare equipment, supplies, and accounts for new team members.
Maintain organized digital files for invoices, contracts, warranties, and project documentation.
Keep everyday supplies and consumables stocked for both teams.