Operations Coordinator

REFIT Revolution Operations Coordinator

Full-Time | On-Site, Waco, TX | $45,000 – $55,000

WHO WE ARE

REFIT Revolution is a community-centered fitness organization built on a simple belief: REFIT exists to create communities of belonging, empowerment, and transformation. We certify instructors across the country, run a thriving membership community, host an annual conference (RECON), and operate a growing app and YouTube channel with 380,000 subscribers and millions of annual views.

We believe fitness changes more than your body and that conviction has shaped everything about how we operate, who we hire, and the community we've built over the last fifteen years.

We're in an active season of growth. The brand is strong. The community is loyal. And we're rebuilding and scaling the operational infrastructure behind it: the systems, the data, the follow-through that makes a mission-driven organization actually run at its best. This role is central to that work.

THE ROLE

The Operations Coordinator is the connective tissue of REFIT. Not the visionary, not the face of the brand: the person who makes sure nothing falls through the cracks, the data is clean, the systems are running, and anticipates the work that could go unclaimed.

You will touch almost every part of the business. Some days that means architecting a CRM pipeline. Some days it means pulling data and creating reports. Some days it means identifying something broken on the backend of the website and fixing it before anyone notices it was a problem. Some days it means coordinating a vendor delivery, prepping host stipends for a training weekend, or making sure RECON registration is set up correctly. The work is varied by design.

You won't inherit a perfect system. You'll inherit real infrastructure in motion and be trusted to make it better.

This role reports directly to the Co-Founders.This role is built to scale with the person in it.

We're hiring the Operations Coordinator at a genuine inflection point. REFIT is rebuilding its operational foundation to grow, and this seat is central to that work. For the right person, the path forward is clear: as you build the systems, documentation, and operational rhythm REFIT runs on, this role grows into an Operations Manager position with broader ownership, team leadership, and compensation in the $65,000–$75,000 range.

We review performance and compensation at six and twelve months against a clear operational scorecard, so your progress is measurable from day one. Advancement here is earned, not automatic. The person who builds REFIT's operational backbone is the person we want growing into leading it. If you're looking for a place to build something and grow as it grows, keep reading.

• Own Zoho CRM as its primary administrator — build and maintain pipelines, keep records clean and current, and surface the data leadership needs to make fast, informed decisions
• Run regular reports across products and revenue streams, translating raw data into a clear operational picture
• Ensure data accuracy and accessibility are never in question

Email + Text Infrastructure

• Own the architecture of our Klaviyo email program — automated flows, audience segments, trigger logic, and list health
• Ensure the right message reaches the right person at the right moment, and that the system running underneath it is sound
• Monitor performance metrics and surface what's working, what isn't, and what needs attention (our Marketing VA handles campaign sends — you build and maintain the machine they run on)

Documentation & Process Building

• Build and maintain the SOP library that captures how REFIT actually runs — turning what currently lives in people's heads into clear, repeatable processes
• Create documentation as you go, not as an afterthought; every recurring process you touch should end up documented for the next person
• Help establish the operational rhythms — weekly check-ins, monthly reviews, recurring reporting cadences — that keep the team aligned

Membership Coordination

• Work closely with our instructor membership and REFIT App coordinator to support at-risk outreach, new instructor onboarding, and lead follow-up
• Ensure no instructor falls through the cracks — from initial inquiry through certification and into active membership
• Keep the pipeline clean, documented, and moving

Systems & Platform Management

• Serve as the operational owner across our core tech stack: Zoho, Klaviyo, Shopify, WordPress, and related platforms
• Troubleshoot backend issues as they arise — website, e-commerce, automations — and resolve them without waiting for someone to assign them
• Maintain documentation so processes are repeatable and institutional knowledge doesn't live in one person's head

Vendor & Operational Coordination

• Hold the recurring relationships with our apparel vendor, music licensing platforms, insurance broker, print vendors, and other external partners
• Coordinate monthly operational payouts — instructor credits, host stipends, merch credits — ensuring nothing is late and nothing is missed
• Support RECON operational logistics in partnership with our Project Manager: registration setup, discount codes, vendor coordination, post-event reconciliation
• Support apparel release cycles — inventory monitoring, Shopify setup, post-launch reconciliation

Operational Catch-All

• Be the person who notices what's incomplete and handles it
• Hold the connective tissue between teams, contractors, and leadership — keeping communication clear and nothing falling between the cracks
• Take on the work nobody else has claimed and bring it to completion with the same care as everything else

• Take genuine satisfaction in finishing things, not just starting them
• Operate with low ego and high ownership — you don't debate whose job something is, you handle it
• Are drawn to systems, clean data, and processes that actually work
• Default to writing things down and documenting — if you'd rather work from a checklist than your memory, you're our person
• Are energized rather than drained by variety, but can create consistency and predictability. You organize chaos. You bring peace to the storm.
• Can manage multiple moving pieces simultaneously without losing track of any of them
• Communicate proactively — your instinct is to tell people what's done, what's next, and what's blocked before they have to ask
• Are comfortable getting your hands into tools and platforms you haven't used before and figuring them out quickly
• Care about people — REFIT is a community first, and that should resonate with how you work

Preferred Experience & Skills

• Familiarity with CRM platforms — we use Zoho
• Familiarity with email marketing platforms — we use Klaviyo
• Familiarity with e-commerce platforms — we use Shopify
• Comfortable navigating WordPress for backend updates and site management
• Strong with data — pulling reports, building spreadsheets, identifying patterns
• 1–2 years in an operations, project coordination, or administrative role preferred — but the right instincts and aptitude matter more than the resume line
• Background in fitness, wellness, or direct-to-consumer brands is a plus, not a requirement

WHY THIS ROLE MATTERS

REFIT has a loyal community, a strong product, and a leadership team that knows exactly where it's going. What we're building right now is the operational foundation that lets us get there — and the person in this seat is central to that work.

Every instructor who doesn't fall through the cracks. Every automation that fires when it should. Every report that helps a decision get made faster. Every broken process that gets fixed before it becomes a problem. That's this role.

And you won't be doing it alone. You'll have the full backing of co-founders who'll be in the trenches with you, a bookkeeper who handles the finance work, and a team that genuinely wants you to succeed.

The impact is real, even when it's quiet.

If you want to be the person behind the scenes who makes a great organization run better, this is your seat.

(Interested individuals: Please submit the form at the attached website, where you'll tell us a little more about yourself and submit your resume)