Pickleball Program and Tournament Coordinator

Job Description

Job Description

Pictona is a world-class pickleball facility located in Holly Hill, Florida (part of the greater Daytona Beach area). Pictona includes 49 pickleball courts, 13 of which are covered, including a championship court that seats 1200. It also includes an activity center, locker rooms, player shop, and a restaurant called the Kitchen.

Seventy-five percent of the time this position develops and coordinates the programming for members, facilitates court usage, and schedules court use. Twenty-five percent of the time is devoted to fulfilling the duties of tournament manager.

Pictona hosts many pickleball tournaments that bring members and visitors together. It conducts tournaments that Pictona owns and it contracts with other pickleball organizations to host tournaments at Pictona. The Pictona Manager is responsible for conducting the tournaments created and contracted by Pictona.

For tournaments owned by Pictona, the Tournament Manager is responsible for the detailed pre-tournament planning, conducting the tournament, and a host of post-tournament details. For tournaments contracted with other organizations, the Tournament Manager assists the organization with its planning, marketing, and conduct of the tournament.

 

Key Responsibilities: 

 

1. Develop leagues, ladders, and other forms of pickleball play for Pictona’s members.

 

1. Schedule these pickleball activities at least two months in advance.

1. Market these activities through Pictona News, the website, and social media, working with the marketing department.

1. Recruit volunteers to help conduct these activities.

1. Monitor the play and when necessary make adjustments to schedules and activities to keep members engaged.

1. Monitor what other clubs are doing to program member activities and experiment with new ideas.

1. Obtain feedback from members about existing activities and ideas for new activities.

 

1. Serve as Pictona’s Court Scheduler, keeping the master schedule of all courts. Respond to requests by staff and members to reserve courts.

1. Observe the use of courts following our court usage plan that assigns courts by skill level. Especially assist players in using the Skill Level Scheduled Play.

1. Oversee the Pictona Skill Rating initiative by directing players to record their skill rating.

 

1. Coordinate the planning of all events with the Executive Director.
2. Develop and follow available Planning Guides for tournaments.
3. For Pictona-owned tournaments contract with tournament management software. 
4. Purchase all materials needed (balls, shirts, medals, supplies) working with others at Pictona.
5. Coordinate with Operations Department to offer food and drink in the Kitchen and Depot as well as special arrangements for officials and special guests during the event.
6. Coordinate with the Facility Director to see that the facility is ready and maintained.
7. For Pictona-owned tournaments arrange for referees.
8. Coordinate with the Business Development Department for exhibitors.
9. Assist the Marketing Department to market the tournament effectively.

 

20. Coordinate communication with all parties involved in the tournament:
Keep staff and volunteers informed of tournament developments. 
Communicate with the players about the event and registration process.
Provide a post-event summary to players and volunteers.

21. Conduct the tournament within the budget allocated:
Keep track of expenses that are Pictona’s responsibilities.
Approve all bills due and collect payments due to Pictona and submit to financial department.

22. Oversee the conduct of the event:
See that the facility is ready for the event.
Ensure that all help is prepared to conduct the event.
See that the tournament schedule is followed and adjust the schedule because of delays or inclement weather. Troubleshoot any issues that arise.

23. Plan and conduct small tournaments that are part of a larger event:
Assist the Event Department with planning a tournament within the larger event.
Oversee the conduct of the tournament part of the event.

 

24. Complete post-event tasks that are scheduled:
Arrange for cleaning.
Provide financial information so that the pro forma financial analysis can be updated, doing so with the Financial Department.
Complete a post-event review, recording any noteworthy incidents.

25. Coordinate the Volunteer program for tournaments and other special events. 

 

Qualifications 

• Experience in tournament management, event management, and pickleball programming.
• Creativity to plan events that are appealing to participants. 
• Working knowledge of PickleballTournaments or similar tournament- management/registration platforms. 
• Strong organizational and scheduling skills with the ability to manage multiple events simultaneously. 
• Excellent communication and customer service skills for interacting with players, members, volunteers, sponsors, and outside organizations. 
• Ability to work flexible hours, including evenings and weekends during tournaments and events. 
• Proficiency with standard office software; budgeting and basic financial reporting experience preferred. 
• Demonstrated ability to effectively interact with people of diverse socioeconomic, cultural, disability, and ethnic backgrounds. 

Minimum Qualifications 

• Bachelor’s degree in physical education, health education, or recreation, preferably a master’s degree. 
• 3 years of experience in positions involving the duties specified above. 

Physical Requirements & Work Environment 

• Work is performed both in an office setting and outdoors on courts in varying weather conditions. 
• Tournament days require extended periods of standing, walking, and on-site presence, often exceeding a standard workday. 

 

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications, which may change at the discretion of management. 

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