Office Manager Youth Sports Operations

Job Description

Job Description

Office Manager – Youth Sports OperationsBenefits/Perks

• 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

Company Overview

Founded in Tampa, Florida, i9 Sports® is the nation’s first and largest youth sports league franchise business in the United States, with more than 1 million registrations in over 500 communities from New York to Hawaii.

Established in 2003 on the principle that the number one reason kids play organized sports is to have fun, i9 Sports offers youth sports leagues, camps, and clinics for children ages 3-17 in sports including flag football, soccer, basketball, volleyball, baseball, and more.

With a focus on fun, safety, convenience, inclusivity, and good sportsmanship, i9 Sports is reinventing the youth sports experience for families across the country.

It's the way youth sports should be®.

Job Summary

The Office Manager – Youth Sports Operations is a key leadership and operational support position responsible for keeping the office, programs, staff, facilities, and customer-service functions organized and moving forward.

This position works closely with the Program Director and Director of Operations and serves as an important connection between our office operations and weekend programs.

The Office Manager must be comfortable juggling multiple priorities at the same time . On any given day, this may include responding to a high volume of emails, answering phones, building programs and schedules, preparing staff for the weekend, communicating with venue partners, resolving a parent concern, reviewing inventory, organizing equipment, and making sure upcoming programs are ready to launch.

The ideal candidate is highly organized, technologically capable, an excellent communicator, and someone who naturally follows through. This person should be able to look at everything happening within the operation, determine what needs attention, and help keep the team on track.

This position also assists with weekend operations to ensure staff members are trained, facilities are prepared, equipment and inventory are available, and families receive a consistent, high-quality i9 Sports experience.

Key Responsibilities

Office Management & Daily Operations

• 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

Customer Service, Emails & Phones

• 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

Program Building & Administration

• 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

Staff Training & Readiness

• 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

Inventory & Equipment Management

• 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

Venue & Facility Relations

• 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

Weekend Operations

• 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

Technology Expectations

This is a technology-heavy position. Candidates must be comfortable working within multiple platforms and learning new systems quickly.

Responsibilities may include:

• 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

The ideal candidate does not need to know every system before starting but must be technologically confident and able to learn new software quickly.

Qualifications

• 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

Physical Requirements

This position combines office-based responsibilities with active weekend operations.

Candidates must be able to:

• 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

What Success Looks Like

A successful Office Manager is someone who can keep track of a lot of moving pieces without letting things fall through the cracks.

You should be the type of person who notices that a venue confirmation is missing, a staff member still needs training, inventory is running low, a parent needs a response, and a program still needs to be built, then can prioritize those needs and work through them efficiently.

We are looking for someone who:

• 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
  
  

Most importantly, this individual should care about creating an organized operation behind the scenes so our staff can deliver an outstanding experience for every parent and child who participates in an i9 Sports program.