Operations Coordinator

Loot Labs•Seattle, WA

60d

About The Position

Loot Labs is on a mission to make collecting fun. We are passionate about bridging the gap between collectible markets and avid collectors. Our product, Boxed.gg, offers a marketplace that facilitates the purchase and trade of digital items in an accessible manner. The platform initially focused on physical trading card games such as Pokémon, Magic: The Gathering, and Yu-Gi-Oh!, allowing users to digitally unbox rare cards and have the physical items shipped to their doorsteps. Role Overview 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

Requirements

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).
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.

Nice To Haves

Familiarity with Notion, Mixpanel, Databox, Retool, and/or basic automation tools.
Exposure to e-commerce, payments, or crypto operations.

Responsibilities

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.
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.
Perform Coinbase/Waxpeer balance checks; prepare top-offs under dual control; maintain approval logs.
Maintain logs, follow audit trails, and escalate discrepancies immediately.
Track contract status/renewals; partner with Legal/Finance; maintain a clean vendor register.
First-line owner for small breaks across Notion, Databox, Mixpanel, and Retool connectors.
Partner with the Director of Operations to prioritize, coordinate, and execute cross-functional tasks—owning recurring workflows and closing loops with clear SLAs.