Office Manager

AO Racing; St. Charles (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

AO Racing seeks an organized Office Manager to act as the operational heartbeat of the team in Illinois. You’ll support leadership, handle invoices, shipments, and events, and keep offices efficient for a fast-paced motorsports environment.

Ideal candidates are proactive, adaptable, and collaborative, with a proven ability to juggle priorities. This on-site role offers critical support across facilities, logistics, and team hospitality to help us perform at our best.

Qualifications

• 5-7 years of office management, executive assistant, operations, or administrative experience.
• Strong proficiency with Microsoft Office Suite, Google Workspace, and Excel.
• Outstanding organizational skills and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Excellent customer service and interpersonal skills.
• Strong judgment and ability to handle confidential information.
• Self-motivated with a positive, can-do attitude.
• Valid driver’s license and reliable transportation.

Responsibilities

• Oversee day-to-day office operations and administrative functions.
• Manage office supplies, equipment, snacks, beverages, and other inventory.
• Ensure kitchens and common spaces remain clean, stocked, and organized.
• Coordinate building maintenance, repairs, cleaning services, and vendor relationships.
• Provide administrative support to leadership and team members.
• Review, track, and assist with invoice processing and vendor payments.
• Maintain vendor files, records, contracts, and administrative documentation.
• Assist with expense tracking and other operational reporting.
• Coordinate team lunches, celebrations, and employee events.
• Help foster a positive and supportive team culture.
• Assist with hospitality and special event coordination.
• Serve as a go-to resource for day-to-day team needs.
• Assist with shipping and receiving activities.
• Track inventory and maintain organized storage areas.
• Work with team coordinator on non-event travel coordination.

Skills

Organizational skills

Customer service

Interpersonal skills

Self-motivated

Tools

Microsoft Office Suite

Google Workspace

Excel

Job description

AO Racing has quickly risen to one of the benchmark teams in Professional Sportscar Racing with a commitment to on-track excellence and fan engagement. AO Racing commands attention with its fun liveries and fan-friendly presence. The iconic liveries of “Rexy” and “Roxy” the T‑Rex Porsche 911 GT3 Rawrs and “Spike” the LMP2 Dragon have captivated fans worldwide earning AO Racing a dedicated following.

AO Racing is looking for a highly organized, proactive, and adaptable Office Manager to serve as the operational heartbeat of our organization.

This is a hands‑on role for someone who thrives on variety, enjoys supporting a team, and takes pride in keeping people, processes, and spaces running smoothly. No two days are the same. One day you may be processing invoices, and the next you may be receiving shipments, organizing team lunches, running errands, or making sure uniforms are washed and ready for the next event.

We’re looking for someone who notices the details, anticipates needs, enjoys helping others, and isn’t afraid to roll up their sleeves and do whatever needs to be done. The ideal candidate is resourceful, resilient, highly organized, and enjoys being the person everyone relies on to keep things moving.

What You’ll Be Great In This Role If You:

• Are exceptionally organized and detail-oriented.
• Enjoy solving problems and figuring things out independently.
• Can manage multiple priorities while staying calm under pressure.
• Thrive in a fast‑paced environment where priorities can change quickly.
• Are comfortable interacting with a variety of personalities and communication styles.
• Have a service-oriented mindset and genuinely enjoy helping others succeed.
• Anticipate needs before being asked and take initiative.
• Possess excellent verbal and written communication skills.
• Take pride in creating organized, welcoming, and efficient workspaces.
• Understand that no task is beneath you and are willing to jump in wherever help is needed.

What You’ll Do

Office & Facilities Management

• Oversee day‑to‑day office operations and administrative functions.
• Manage office supplies, equipment, snacks, beverages, and other inventory.
• Ensure the kitchens, break areas, and common spaces remain clean, stocked, and organized.
• Coordinate building maintenance, repairs, cleaning services, and vendor relationships.
• Work with the property management company and other service providers to maintain the facility.

Administrative Support

• Provide administrative support to leadership and team members.
• Review, track, and assist with invoice processing and vendor payments.
• Maintain vendor files, records, contracts, and administrative documentation.
• Assist with expense tracking and other operational reporting.
• Support various administrative and special projects as needed.

Team Support & Hospitality

• Coordinate team lunches, celebrations, and employee events.
• Help foster a positive and supportive team culture.
• Assist with hospitality and special event coordination.
• Serve as a go-to resource for day‑to‑day team needs.

Shipping, Receiving & Inventory

• Assist with shipping and receiving activities.
• Assist with incoming and outgoing packages, freight, and deliveries.
• Track inventory and maintain organized storage areas.
• Assist with supplies, and operational inventory management.

Travel & Logistics

• Work with team coordinator on non‑event travel coordination. Publish non‑event itineraries to team personnel.
• Support team logistics and scheduling needs.
• Assist with various operational and race‑related projects when needed.

General Support

• Run business‑related errands.
• Launder team uniforms and other team items as needed.
• Jump in and assist wherever needed to support the team and organization.

Qualifications

• 5-7 years of office management, executive assistant, operations, or administrative experience.
• Strong proficiency with Microsoft Office Suite, Google Workspace, and Excel.
• Outstanding organizational skills and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Excellent customer service and interpersonal skills.
• Strong judgment and ability to handle confidential information.
• Self‑motivated with a positive, can‑do attitude.
• Valid driver’s license and reliable transportation.

Why This Role Is Unique

This isn’t a traditional office job. It’s a dynamic position supporting a championship‑caliber motorsports team where flexibility, initiative, and teamwork are essential. We’re looking for someone who enjoys wearing many hats, takes ownership of their work, and creates an environment where everyone can perform at their best.

If you’re the person who naturally keeps everyone organized, remembers the little things, and makes sure nothing falls through the cracks, we’d love to hear from you.