Team Administrator, Wfc2 Operations

5 months ago

Vancouver, Canada Vancouver Whitecaps FC Full time

Salary: $50,000-$65,000
**Position: Team Administrator, WFC2 Operations & Administration**

**Location: National Soccer Development Centre (3065 Wesbrook Mall, Vancouver BC)**

**Terms: Full-time, Permanent**

**Reports to: Manager, Team Operations & Administration**

Vancouver Whitecaps FC is looking for a new team member to join our Whitecaps FC2 team in the position of **Team Administrator, WFC2 Operations & Administration**.**

The Team Administrator, WFC2 Operations & Administration will be responsible for the provision of effective, timely operational and administrative leadership of the daily operations for the WFC2 MLS Next Pro Team, while supporting and upholding the overall club culture and objectives.

**Specific Job Duties include, but are not limited to**:
Team Travel
- Coordinate all team travel and away match requirements including flights, hotel, ground transportation, meals, airport parking, per-diem, MD-1 training and ticket requests
- Provide staff and players with all relevant travel information prior to departure and during travel
- Travel with WFC2 team for all away matches as required and act as primary contact on the ground for airline, hotel, bus company and home team
- Collect and process all invoices from key travel stakeholders including airlines, hotels, ground transportation companies

Match Day Requirements
- Ensure that all match day league standards and requirements are executed
- Coordinate game day logistics with the events team and designated team staff including parking, tickets, etc
- Work with Head Coach to complete and submit match day roster via DMR platform
- Direct contact for all away team requests including MD-1 training, tickets, accreditations, etc.
- Prepare visiting team packages

Player Housing
- Work with Manager, Team Operations & Administration to source and manage the housing inventory for WFC2 players
- Serve as a liaison between the players and property management/landlord
- Work with players and property management/landlord to ensure the following are managed:

- Move in/out coordination
- Lease, deposit and rent is appropriately invoiced and reconciled

Team Communications
- Construct and communicate daily and weekly team schedules and travel itineraries to staff, players and UBC facility staff
- Coordinate and communicate all player movement for training and match days across Academy, WFC2 & 1st Team
- Ensure pre/post training meals are scheduled and organized

Player Onboarding
- Lead the immigration process for obtaining player visas, work permits, eTA's, ESTA's, etc and work as primary liaison for correspondences with Lawyers and Player
- Act as primary contact and assist in all player relocation items including flights, accommodation, vehicle, logistics, expenses
- Coordinate and process confidential personnel information with HR department including SIN, banking, etc.
- Assist player in completing mandatory league compliance training and Safe Sport courses

Player Registration
- Assist with the registration process for all players and team staff on an annual ongoing basis via MLSNP registration portal and Canada Connect

Player Care & Services
- Provide support and care for players upon arrival into market and as needed
- Coordinate appropriate arrangements for any trialists
- Flights, accommodation, transportation, per diem, itinerary/welcome package
- Act as a point of contact for all player needs and requests
- Coordinate and process all reimbursements/expense claims on behalf of players
- Coordinate and process all insurance claims on behalf of players
- Act as player liaison for appearances and community initiatives where necessary
- Administrative tasks such as:

- Collecting and organizing player information
- Financial reporting, bookkeeping, record keeping

**Qualifications/Experience**:

- Minimum two (2) years in a similar role, in an fast-paced, dynamic environment
- Post-secondary degree in Business Administration or Sport Management is preferred
- Proven organizational skills, with highly accurate attention to detail
- Strong initiative, with demonstrated problem-solving and sound decision-making skills
- Outstanding communication and people skills, with the ability to interface effectively with all business functions throughout the Club
- Exceptional verbal/written communication and presentation skills
- Effective listener, with the ability to build strong internal and external relationships at all levels
- Demonstrated experience in generating written reports.
- High degree of personal integrity, with the ability to practice a high level of confidentiality and discretion
- Ability to be highly effective working independently as well as collaboratively within a strong team environment
- Ability to manage and appropriately prioritize a large workload effectively and efficiently
- Flexibility to adapt to frequently changing, fast-paced work environments while managing shifting deadlines, and changing initiatives
- Must have a clean

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