Operations Coordinator
Location
United States
Posted
2 days ago
Salary
$75K - $85K / year
Seniority
Mid Level
No structured requirement data.
Job Description
Operations Coordinator
Carlson Home Photography
Role Description This is not an entry-level admin job, and it won't stay the same job from the start. In your first weeks, you'll learn our systems, get to know our clients and photographers, and handle the foundational work that keeps the business running. That part is real and important, and we need someone who takes genuine pride in doing it well. But this role is designed to grow. As you get comfortable, you'll take on more: - More judgment calls - More system ownership - More responsibility for how this company operates and improves If you're the kind of person who notices a recurring problem and quietly starts building a fix before anyone asks you to, this might be the right fit. In your first few months, you'll own: - Daily inbox triage and client communication - Scheduling and resolving photographer booking conflicts - Coordinating with our editing team (photo, video, virtual staging) — tracking turnaround, catching errors - Responding to routine client issues with warmth and good judgment - Learning our full production workflow from booking through delivery As you grow into the role, your scope will expand to include: - Developing and maintaining internal SOPs - Supporting photographer onboarding and coaching on quality standards - Assisting with order issue resolution and QC escalations - Contributing to our internal AI tool development and workflow automation - Identifying recurring pain points and bringing well-reasoned solutions to leadership - Owning weekend escalation judgment — knowing what to handle independently and what needs senior level decisions The Tech Side of This Role: We use AI tools every day — in our editing pipeline, our communications workflow, and increasingly in how we build and refine our internal systems. This isn't a role where you'll work around technology. You'll work inside it, and eventually help us build it. You don't need to arrive as an expert in any specific platform. But you do need to pick up new tools quickly, experiment without fear, and get genuinely curious about how software can do more. Over time, we'll train you on: - Adobe Lightroom CC and Photoshop, including AI-assisted editing tools - Our photo and video editing pipeline and quality standards - HDPhotoHub, Aryeo, and other production platforms we rely on daily - AI tools integrated into our workflow and how we evaluate new ones What we can't train is the underlying computer literacy and comfort with technology that makes all of the above possible. That needs to be there on day one. Qualifications - Judgment: You won't have a script for every situation. Read the room, propose a fix, and only loop us in when it truly matters. - Exceptional written communication: Friendly, calm, never corporate. Agents are busy and sometimes stressed, and your words need to land well under pressure. - Extreme organization: Multiple photographers, vendors, client threads, and production timelines all at once. Things can't fall through the cracks. - A builder's mindset: When the same problem happens three times, you don't just patch it... you document it, think through the fix, and bring us a solution. - Tech fluency and AI curiosity: Fast to learn, comfortable with software, and genuinely interested in how AI tools can make work better and faster. - Low ego about the fundamentals: Scheduling, inbox management, and vendor coordination are the foundation. Take pride in doing that well even when nobody's watching. - Adaptability: This role will change as the business grows. That should feel exciting, not unsettling. - Staying power: We're investing significant time in training you. We want someone who wants to build something here, not pass through. Benefits - Remote-first: Almost entirely work-from-home (no commute, no office politics, just focused work from wherever you do your best thinking). - Real flexibility: Some days you'll wrap early. The schedule bends around the work, not the clock. - A founder invested in your growth who will give you more ownership as you earn it. - A clear onboarding structure — we won't throw you into the deep end on day one. - Genuine variety — no two weeks are exactly the same. - The opportunity to shape how this company operates for years to come. Schedule This is a full-time role. The core rhythm is Monday–Friday, 9am–5pm CT. Some days wrap early. Others, when production is heavy or a client issue needs resolution, may run closer to 6pm. We don't clock-watch. We expect the work to get done and people to feel taken care of. Fridays are lighter by design. Most of the week's volume has moved through the pipeline by Thursday, so Fridays tend to wind down naturally by early afternoon. Not a guaranteed half-day, but a reliable rhythm. Saturday mornings are part of the role, and we want to be clear about that upfront. Friday shoots generate deliveries and client reviews that land in the inbox Saturday morning. We need someone available for a mid-morning check-in — typically an hour or two to triage, resolve anything urgent, and make sure nothing sits unanswered heading into the weekend. It's rarely unpredictable, but it is real. The trade-off is genuine flexibility that a traditional office job won't give you. We're looking for someone who sees that as a fair exchange. To Apply Please submit your resume along with written responses to the three questions below. This exercise should take about 15–20 minutes. There are no trick questions. We're more interested in how you think and communicate vs a perfect answer. Candidates who do not complete the exercise will not be considered. - Question 1: Client Response - Draft a reply to a client email regarding dissatisfaction with photos. - Question 2: Problem Diagnosis - Analyze a typical Saturday morning inbox and suggest process improvements. - Question 3: A Bit About You - Share a time you noticed a recurring problem and took action. Carlson Home Photography is an equal opportunity employer.
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