Operations Coordinator

About the role

Claim Factory is an AI-powered auto damage claims platform built to operate like the best in the industry from day one. We move fast, we build systems, and we hold ourselves to a high standard.

We need an Operations Coordinator who keeps everything running smoothly behind the scenes — someone who is always a step ahead, never lets things fall through the cracks, and can think creatively when things don't go as planned. This isn't a task-follower role. We need someone who sees what needs to happen and makes it happen.

Our founder is in the field daily. You are the operational layer that ensures nothing stops moving while he's building the business.

What you'll own

Managing the founder's inbox, calendar, and daily priorities
Following up with tea ---------- mbers to ensure tasks are completed on time
Tracking open items across Slack, Airtable, and other tools and flagging anything at risk
Drafting communications, summaries, and updates on behalf of leadership
Onboarding coordination — ensuring new hires receive contracts, briefings, and are set up correctly
Identifying gaps in process and proactively recommending fixes
Supporting SOP documentation as systems are built out
Who you are

You respond fast — minutes matter, not days
You are meticulous — details don't slip past you
You are creative — when the playbook doesn't exist, you write it
You are proactive — you flag problems before they become fires
You take ownership — you don't wait to be told twice
You communicate clearly — in writing, always