Operations Coordinator- Facilities, Fleet, Travel & Compliance

Operations Coordinator- Facilities, Fleet, Travel & ComplianceA Motorsports / Racing Team Organization Location: Plainfield, IN (100% Onsite) Salary Range: $65,000-$75,000 About the RoleA fast-paced motorsports organization is seeking an organized, dependable Operations Coordinator to help keep its operations running smoothly - from managing the vehicle fleet and ensuring DOT compliance, to coordinating event travel and supporting day-to-day facility and administrative needs.This is a broad, hands-on role suited to someone who enjoys variety, thrives in a dynamic environment, and is comfortable balancing long-term planning with routine tasks and time-sensitive issues as they come up. The role will work closely with leadership, race team personnel, vendors, and other partners to help keep the business efficient, compliant, and race-ready. What You'll DoFleet & Transportation ManagementCoordinate scheduling, availability, utilization, and maintenance of company vehicles and transportation equipment.Maintain accurate fleet records, including vehicle assignments, registrations, insurance documentation, maintenance histories, and inspection records.Monitor maintenance intervals and coordinate preventative maintenance, repairs, and inspections.Track vehicle readiness and proactively communicate upcoming maintenance, compliance deadlines, or transportation conflicts to management.Support compliance with Department of Transportation (DOT) requirements, including driver qualification files, hours-of-service tracking where applicable, inspection records, and other transportation regulations.Build and maintain relationships with service providers, repair facilities, and other fleet-related vendors.Travel & Event LogisticsCoordinate event travel for personnel and affiliated businesses, including transportation, lodging, rental vehicles, and other accommodations.Track travel changes, cancellations, and other time-sensitive updates, keeping the right people informed.Facility & Property SupportHelp coordinate maintenance, repairs, inspections, and cleaning for company facilities - including offices, workshops, and storage areas.Serve as a go-to point of contact for routine office and facility needs.Manage relationships with IT vendors, coordinate service requests, and follow up on technical issues.Help maintain a safe, clean, organized, and functional work environment, including routine safety walkthroughs and tracking corrective actions.Administrative & General SupportOrganize company records, shared files, vendor lists, and administrative documents.Track recurring deadlines, renewals, registrations, service appointments, and other obligations.Monitor workplace safety practices and help coordinate with leadership on any concerns.Coordinate mail, deliveries, and office supply orders.What You BringExperience in fleet management, facilities coordination, office administration, logistics, or a similar role.Strong organizational and time-management skills - able to juggle multiple priorities and deadlines without missing a beat.Experience managing vendor relationships, comparing quotes, and coordinating services.A proven ability to coordinate schedules, people, vehicles, and vendors simultaneously.Strong written and verbal communication skills.Comfort with Microsoft Office, Google Workspace, spreadsheets, and scheduling tools.Sharp attention to detail and solid recordkeeping habits.A practical problem-solver who can work independently with minimal day-to-day oversight.Flexibility to adapt as priorities shift, along with the initiative to jump in where needed.Professionalism and good judgment when handling company information and working with internal and external partners.Nice to HaveExperience in motorsports, automotive, racing, transportation, or another equipment-intensive industry.Familiarity with commercial vehicle operations and DOT compliance requirements.Experience coordinating multi-person travel or event logistics.Background managing facilities, maintenance vendors, or contractors.Experience with fleet tracking, maintenance scheduling, or compliance calendar systems.What to ExpectThis role supports the daily operations of a motorsports organization, which means priorities can shift quickly around race schedules, fleet needs, and facility demands. The position combines administrative work with on-site coordination, vendor interaction, and operational planning - flexibility and reliability are key. Occasional travel, extended hours, or schedule adjustments may be needed to support racing events and other business needs. This organization is looking for someone who takes pride in keeping an operation organized, prepared, and running efficiently - someone who sees what needs to be done, takes initiative, and makes sure it gets done.By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Equal Opportunity Notice Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. Representation Notice By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client. Privacy Notice Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR and UK GDPR may access our policies here. Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: · the individual's skill sets, experience and training; · licensure and certification requirements; · office location and other geographic considerations; and · other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).