Rider and Communications Coordinator

Own the conversations that help riders and families get on track.

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About Ivyhill MX

Ivyhill MX is a motocross training facility in Caroline County, Virginia. We run private training, group classes, camps and ride days, with QR gate access and online booking through our own software developed in house.

The role

The Rider and Communications Coordinator is the first point of contact for everyone who wants to ride or train at Ivyhill. You’ll own our messages and inquiries across every channel and work directly with the owner to keep bookings, event days and the day-to-day operation running smoothly.

Building it with us

Ivyhill is a new company, and we’re still figuring a lot out through trial and error. Programs, schedules, policies and our booking software change often, and we have plans to expand the facility. This role isn’t just following a process. You’ll help shape how the business runs: spotting what’s broken, suggesting what’s missing, and helping us test fixes.

What you’ll do


  • Messages: Own our inbox across Instagram, Facebook, the business phone and text line, email and the website form.

  • Leads: Follow up on every training inquiry and assist with booking. Return missed calls and voicemails so no one goes unanswered.

  • Booking support: Resend gate QR codes and booking links, handle reschedules, refunds within policy and pricing errors, and make sure waivers are on file.

  • Event days: Set up event listings and gate access dates, test and send announcements, post weather and schedule updates, track registrations, and help with check-in.

  • Social media support: Post schedule, weather and event updates from the Ivyhill accounts by making small edits to existing flyer templates, reply to comments and DMs, and keep pinned information current. New promotional material, video and creative direction are handled by the owner and media team.

  • SOPs: Build our playbook as you learn. Write step-by-step SOPs for inquiries, booking fixes, refunds, event setup and anything else we do more than once, and keep them current.

  • Software: Spot bugs and missing features in our in-house booking software, report them clearly to our developer, and help test new features before they go live.

  • Admin and escalation: Handle facility rental inquiries and quotes, insurance certificates from rental groups, and vendor follow-ups. Bring anything outside written policies to the owner. Consult the owner on coach-specific questions, then follow up with the rider.

As you grow into the role

You’ll work closely with the owner, coaches and media team as programs grow. New promotional material, video and creative direction are handled by the owner and media team; your role is to keep rider communication and operational details moving.

Who we’re looking for


  • Responsive and organized. You reply quickly, keep track of loose ends and follow through without reminders.

  • Warm and clear with parents and riders, including first-time riders who don’t know the sport yet.

  • Good judgment about when to handle something yourself and when to ask.

  • Comfortable using AI tools, such as chat assistants and automated inbox replies, and quick to learn new ones.

  • Confident with Instagram and Facebook business inboxes, posting, and small edits to Canva templates.

  • Tech-savvy. You’ll work daily in Ivyhill-developed booking software, plus tools like Quo, Canva, TicketSpice and AI tools that help answer messages and draft content. You don’t need to know them all, but you should be comfortable picking up new software quickly.

  • Calm on busy event days when phones, the gate and riders all need attention at once.

  • Able to turn a messy process into clear, written steps someone else could follow.

  • Comfortable with change, quick to notice what isn’t working, and ready to suggest a better way.

Preferred

  • A background in motocross.

  • Customer service, front desk or event coordination experience.

Schedule, location and pay


  • Mostly remote. Most work can happen from your phone or computer, with on-site time required to stay current on systems and training.

  • Part-time and flexible. Hours are light between events and pick up around ride days, classes and camps, which often fall on weekends. Fast replies matter more than set hours. Frequency and workload change with the seasons, with winter generally slower.

  • Pay: A monthly retainer for day-to-day messages and social between events, plus a day rate for event days.

  • Room to grow. Hours and pay grow as Ivyhill grows.

How to apply

Email support@ivyhillmx.com with the subject line “Rider and Communications Coordinator.” Include a few sentences about yourself, any relevant experience, your availability, where you’re located, and your connection to motocross. Please apply by email rather than direct message so every application lands in one place.