Operations Coordinator- Facilities, Fleet, Travel & Compliance

Vaco; Plainfield (IN); On-site; USD 60,000 - 70,000; Full time

Job summary

Vaco seeks an Operations Coordinator to support Facilities, Fleet, Travel, and Compliance at our Plainfield, IN site. This 100% onsite role requires hands-on organization to keep fleets ready, ensure DOT compliance, coordinate event travel, and maintain facilities and administrative operations.

You will partner with leadership, vendors, and teams to keep operations efficient, compliant, and race-ready, balancing long-term planning with day-to-day tasks in a fast-paced motorsports environment.

Qualifications

• Experience 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.

Responsibilities

• Fleet & Transportation Management: Coordinate scheduling, availability, utilization, maintenance, and records of company vehicles and equipment.
• Travel & Event Logistics: Coordinate event travel including transportation, lodging, rental vehicles, and accommodations.
• Facility & Property Support: Coordinate maintenance, inspections, and cleaning for facilities; manage office needs and IT vendor relationships.
• Administrative & General Support: Organize company records, track deadlines and renewals, coordinate mail and office supplies.

Skills

Fleet management

Facilities coordination

Vendor management

Time management

Communication skills

Microsoft Office

Google Workspace

Tools

Microsoft Office

Google Workspace

Job description

Operations Coordinator - Facilities, Fleet, Travel & Compliance

Location: Plainfield, IN (100% Onsite)

Salary Range: $60,000-$70,000

About the Role

A 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 Do

Fleet & Transportation Management

• Coordinate 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 Logistics

• Coordinate 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 Support

• Help 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 Support

• Organize 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 Bring

• Experience 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 Have

• Experience 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 Expect

This role supports the daily operations of a motorsports organization, which means priorities can shift quickly around race schedules, fleet needs,