Senior Operations Administrator

Full job description

Senior Operations Administrator

Port Moody Soccer Club
Location: Port Moody, BC
Position: Full-Time, Permanent
Salary: $70,000–$90,000 per year, commensurate with experience

Join One of British Columbia's Premier Community Soccer Clubs

Port Moody Soccer Club (PMSC) is one of British Columbia's premier community soccer organizations, serving approximately 1,700 youth players and numerous adult teams each year. Recognized by Canada Soccer with the prestigious National Youth Club Licence, PMSC is committed to excellence in player development, coach education, governance, and operational excellence.

We're looking for an experienced, highly organized, and service-oriented Senior Operations Administrator to join our leadership team and become the operational backbone of the club.

This is an exciting opportunity for someone who enjoys building systems, improving processes, supporting volunteers, and ensuring every aspect of club operations runs smoothly.

Compensation & Benefits

We believe in investing in great people.

We offer:

• Competitive salary of $70,000–$90,000 annually, commensurate with experience.
• Full-time permanent position.
• Flexible work environment.
• Professional development opportunities.
• Club-paid professional learning and approved certifications.
• Opportunity to work alongside an experienced and collaborative leadership team.
• The opportunity to make a meaningful impact at one of British Columbia's leading community soccer clubs.

Schedule

This is a full-time position based in Port Moody.

The nature of community sport means no two weeks are exactly the same. The successful candidate will enjoy the flexibility to manage their schedule while ensuring the operational needs of the club are met.

Work hours will vary throughout the year based on seasonal priorities. Some weeks will primarily consist of daytime administrative work, while others will include evenings and weekends to support registrations, coach meetings, evaluations, tournaments, Board meetings, Annual General Meetings, and other club events.

We value flexibility, ownership, and results over a traditional office schedule.

Position Summary

The Senior Operations Administrator is responsible for the day-to-day administration and operations of Port Moody Soccer Club.

This is a hands-on operational leadership role. The successful candidate will personally own and execute the club's registration, scheduling, and administrative functions while working closely with the Executive Director, Technical Directors, coaches, volunteers, and governing bodies.

The Senior Operations Administrator plays a central role in delivering soccer operations for approximately 1,700 players, hundreds of volunteer coaches and managers, and dozens of programs, leagues, camps, tournaments, and club events throughout the year.

Rather than managing a large administrative team, this role is responsible for ensuring the club's operations are delivered professionally, accurately, efficiently, and with exceptional customer service. Success comes from taking ownership, solving problems proactively, building effective systems, and supporting volunteers so they can focus on creating an exceptional experience for players.

The Senior Operations Administrator also provides operational leadership for the club's equipment and uniform program by coordinating the work of the Equipment & Uniform Coordinator, overseeing planning, ordering, budgeting, and ensuring equipment and uniforms are delivered on time and aligned with club priorities.

As a key member of the club's leadership team, this role plays a critical part in creating a positive experience for players, families, coaches, volunteers, staff, and community partners while helping ensure Port Moody Soccer Club continues to be recognized as one of British Columbia's premier community soccer organizations.

Key Responsibilities

Registration & Player Administration

Own the complete player registration lifecycle from registration launch through league roster approval.

Responsibilities include:

• Build and manage seasonal registrations in TeamSnap One.
• Configure registration forms, pricing, discounts, payment plans, and age groups.
• Monitor registrations, waitlists, and player movement.
• Respond to registration inquiries and provide exceptional customer service.
• Process refunds, transfers, and credits.
• Create teams and maintain player rosters.
• Collaborate with Technical Directors on player placement.
• Register teams and players with governing bodies.
• Submit league and district rosters.
• Produce player identification cards.
• Prepare registration reports, forecasting, and operational dashboards for club leadership.

Scheduling

Lead the planning and coordination of all club scheduling, including:

• Seasonal practice schedules.
• Field and gym allocations.
• Home game scheduling.
• Evaluation scheduling.
• Schedule changes and conflict resolution.
• Weekend operational scheduling.
• Coordination with referee assignors.
• TeamSnap One schedule management.

Working closely with Technical Directors, you'll ensure facilities are used efficiently while creating the best possible experience for players, coaches, and families.

Club Administration

Support the day-to-day operations of the club through:

Communications

• Weekly coach communications.
• Weekly manager communications.
• Parent communications.
• Monthly newsletters.
• Website updates.
• League and District communications.

Coach & Volunteer Compliance

Maintain all required coach and volunteer certifications, including:

• Criminal Record Checks.
• Rule of Two.
• Making Headway.
• Emergency Action Plan.
• Safe Sport requirements.
• Coaching certifications.
• Compliance reminders and expiry tracking.

Financial Administration

Support the Executive Director with:

• Registration payments.
• Invoicing.
• Deposits.
• Expense coding.
• Purchase tracking.
• Budget monitoring.
• Financial reporting assistance.

General Operations

Coordinate operational activities including:

• Field bookings.
• Gym bookings.
• Meeting room bookings.
• Community events.
• Annual General Meeting logistics.
• Club raffle administration.
• Vendor coordination.
• General office administration.

Uniform & Equipment Operations

Provide operational leadership for the club's equipment and uniform program by:

• Planning annual uniform and equipment orders.
• Managing vendor relationships.
• Monitoring budgets.
• Preparing purchasing recommendations.
• Coordinating coach outfitting.
• Planning seasonal equipment requirements.

The Equipment & Uniform Coordinator is responsible for inventory management and distribution while working under the operational direction of the Senior Operations Administrator.

Qualifications

The successful candidate will have:

• 5+ years of experience in operations, administration, project coordination, registration management, or a similar role.
• Exceptional organizational and project management skills.
• Outstanding customer service and relationship-building abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• The ability to manage multiple priorities and deadlines simultaneously.
• Advanced proficiency with Microsoft Office (Excel, Word, Outlook).
• Experience using online registration platforms, CRM systems, or similar software
• Experience working with volunteers, community organizations, or sport organizations is considered an asset.
• Experience in sport administration or non-profit organizations is considered an asset.

Who Will Thrive in This Role

This role is ideal for someone who:

• Loves organizing complex operations.
• Takes ownership without needing constant direction.
• Enjoys solving problems before they become issues.
• Builds systems that improve efficiency.
• Thrives in a collaborative environment.
• Communicates professionally with families, volunteers, staff, and governing bodies.
• Is proactive, adaptable, and solutions-focused.
• Takes pride in delivering exceptional customer service.
• Wants to make a meaningful impact in community sport.

Why Join Port Moody Soccer Club?

At Port Moody Soccer Club, we believe soccer is about much more than the game itself. We strive to create an environment where players develop confidence, resilience, friendships, leadership skills, and a lifelong love of sport.

Every season, hundreds of volunteers dedicate their time to creating exceptional experiences for our players. The Senior Operations Administrator plays a critical role in supporting those volunteers and ensuring more than 1,700 players and their families receive an outstanding experience every season.

We believe great people produce great work when they are trusted with flexibility, empowered to make decisions, and supported by a collaborative leadership team.

If you're an organized, proactive professional who enjoys improving systems, supporting people, and making a lasting impact in your community, we'd love to hear from you.