Office Manager – Youth Sports Operations

• Team-based atmosphere with a focus on FUN!
  
  
• Build leadership and management experience
  
  
• Opportunity to directly impact the success of youth sports programs
  
  
• Online training and professional development opportunities
  
  
• Fast-paced, team-oriented work environment
  
  
• Opportunity for continued growth within the organization
  
  

• Help manage the day-to-day operations of the i9 Sports office
  
  
• Maintain an organized, productive, and professional office environment
  
  
• Support the Program Director and Director of Operations with daily operational priorities
  
  
• Manage multiple projects and deadlines simultaneously
  
  
• Help establish and maintain office procedures, workflows, checklists, and operational systems
  
  
• Ensure administrative tasks are completed accurately and on time
  
  
• Maintain organized electronic and physical files
  
  
• Track outstanding projects and follow up with team members to ensure completion
  
  
• Identify operational problems and help develop practical solutions
  
  
• Assist with reporting, spreadsheets, data entry, and program documentation
  
  
• Help maintain calendars, program deadlines, staffing needs, and seasonal operational timelines
  
  

• Manage a high volume of customer emails and phone calls
  
  
• Provide timely, professional, accurate, and friendly responses to families
  
  
• Maintain excellent written communication, grammar, spelling, and email etiquette
  
  
• Answer parent questions regarding programs, schedules, registrations, rosters, uniforms, locations, policies, and other league information
  
  
• Handle customer concerns professionally and work toward appropriate resolutions
  
  
• Recognize when an issue requires escalation to the Program Director or Director of Operations
  
  
• Follow up with customers to ensure concerns are resolved
  
  
• Maintain a positive and solutions-focused approach, including during difficult conversations
  
  
• Professionally interact with parents, children, coaches, employees, volunteers, and community partners
  
  

• Assist with building youth sports leagues, camps, clinics, and other programming
  
  
• Create and maintain rosters, schedules, teams, divisions, and program information
  
  
• Review registration numbers and assist with determining team and program needs
  
  
• Monitor program capacity and identify areas requiring additional registrations, coaches, or staffing
  
  
• Assist with team formation and scheduling
  
  
• Help ensure information entered into company systems is accurate
  
  
• Prepare operational materials for upcoming seasons and programs
  
  
• Coordinate with leadership to ensure programs are operationally ready before launch
  
  
• Help maintain program calendars, deadlines, and countdown-to-game-time responsibilities
  
  
• Assist with special events, camps, clinics, and other programming as needed
  
  

• Assist with onboarding and training part-time staff
  
  
• Ensure staff members understand expectations, responsibilities, customer-service standards, and game-day procedures
  
  
• Help coordinate training before each season and throughout the season as needed
  
  
• Verify staff have the information, materials, uniforms, equipment, and resources needed to perform their jobs successfully
  
  
• Reinforce company policies, procedures, and brand standards
  
  
• Assist leadership with identifying areas where additional staff coaching or training is needed
  
  
• Provide constructive feedback and direction to staff
  
  
• Help ensure weekend staff coverage is appropriate for each location
  
  
• Follow up on attendance, preparedness, professionalism, and completion of assigned responsibilities
  
  
• Help create a positive culture of accountability, teamwork, and continuous improvement
  
  

• Maintain accurate inventory of sports equipment, uniforms, supplies, signage, office materials, and game-day equipment
  
  
• Conduct routine inventory counts
  
  
• Identify shortages before they impact a program
  
  
• Coordinate preparation and distribution of equipment for weekend locations
  
  
• Ensure equipment is returned, accounted for, and properly stored
  
  
• Maintain organized storage areas
  
  
• Assist with ordering or requesting replacement equipment and supplies
  
  
• Track damaged, missing, or unusable equipment
  
  
• Help ensure each venue has the appropriate equipment before the start of programming
  
  

• Help maintain positive relationships with schools, gyms, parks, churches, municipalities, and other facility partners
  
  
• Serve as a professional point of contact for assigned venues
  
  
• Communicate facility schedules, needs, changes, and operational concerns
  
  
• Confirm facility access and program details before league play begins
  
  
• Follow up promptly when venue issues arise
  
  
• Maintain professional communication and protect long-term facility relationships
  
  
• Assist with facility walkthroughs and operational planning
  
  
• Communicate changes quickly to leadership, staff, and families when necessary
  
  
• Help ensure facilities are left clean, organized, and in accordance with venue expectations
  
  

• Provide operational support at fields and gyms on weekends as scheduled
  
  
• Assist with opening and closing program locations
  
  
• Verify staff are present, properly trained, prepared, and in position
  
  
• Ensure required equipment and inventory are available at each location
  
  
• Interact with parents and children and provide excellent on-site customer service
  
  
• Support Site Managers, staff members, and volunteer coaches
  
  
• Help resolve operational and customer-service issues in real time
  
  
• Observe staff performance and provide coaching when appropriate
  
  
• Ensure i9 Sports brand standards are consistently maintained
  
  
• Help ensure programs remain organized, safe, on schedule, and fun
  
  
• Communicate significant issues to the Program Director and Director of Operations
  
  
• Assist with setup and breakdown when necessary
  
  

• Microsoft Excel
  
  
• Microsoft Office
  
  
• Google Workspace
  
  
• Email management
  
  
• Scheduling systems
  
  
• Customer relationship management systems
  
  
• Registration and sports-management platforms
  
  
• Online forms and documents
  
  
• Staff communication platforms
  
  
• Reporting dashboards
  
  
• Basic troubleshooting of technology and customer account issues
  
  

• Bachelor's degree required OR equivalent demonstrated leadership, management, or operations experience
  
  
• Previous office management, operations, customer service, program management, or leadership experience preferred
  
  
• Experience managing or supporting employees strongly preferred
  
  
• Strong customer-service experience
  
  
• Excellent written and verbal communication skills
  
  
• Strong professional email etiquette
  
  
• Comfortable managing a high volume of emails and phone calls
  
  
• Strong typing and computer skills
  
  
• Proficient with technology and able to learn new systems quickly
  
  
• Working knowledge of Microsoft Excel and/or Google Sheets
  
  
• Excellent organizational and time-management skills
  
  
• Exceptional ability to prioritize and manage multiple responsibilities simultaneously
  
  
• Strong attention to detail
  
  
• Ability to work independently without requiring constant supervision
  
  
• Strong follow-through and personal accountability
  
  
• Ability to identify problems and take initiative to find solutions
  
  
• Comfortable providing staff direction and feedback
  
  
• Ability to receive feedback and coaching professionally
  
  
• Positive, adaptable, and solutions-focused attitude
  
  
• Strong team-player mentality
  
  
• Professional demeanor when communicating with customers and community partners
  
  
• Comfortable interacting with both adults and children
  
  
• Ability to remain calm and professional in high-pressure or fast-changing situations
  
  
• Dependable and punctual
  
  
• Youth sports, recreation, hospitality, education, or program-management experience is a plus
  
  
• Must be able to pass a National Criminal Background Check
  
  

• Sit at a desk and work on a computer for extended periods
  
  
• Use a keyboard, computer, and telephone throughout the workday
  
  
• Stand and walk for extended periods during weekend programs
  
  
• Bend, kneel, reach, and move equipment
  
  
• Lift and carry up to 50 pounds
  
  
• Assist with loading, unloading, setup, and breakdown of equipment when necessary
  
  
• Work indoors and outdoors
  
  
• Work in varying temperatures and weather conditions during outdoor programs
  
  
• Move throughout fields, gyms, schools, and other sports facilities
  
  

• Takes ownership
  
  
• Communicates clearly
  
  
• Follows through
  
  
• Holds themselves and others accountable
  
  
• Is comfortable making decisions
  
  
• Learns quickly
  
  
• Handles change well
  
  
• Builds positive relationships
  
  
• Can manage competing priorities
  
  
• Helps others succeed
  
  
• Brings solutions instead of only identifying problems
  
  
• Maintains a positive, can-do attitude