Club Administrator

2 weeks ago

Ottawa ON KH X, Canada Ottawa City Soccer Club Full time

Role Summary:

The Club Administrator provides frontline administrative and operational support across registration, league paperwork, communications, scheduling, and general office administration. This role works closely with the Executive Committee and broader leadership team to ensure accuracy, organization, and a positive member experience.

Key Responsibilities:

  • Governance Support
  • Support compliance with Canada Soccer & Ontario Soccer administrative requirements, including documentation, deadlines, and reporting
  • Assist in maintaining club policies and procedures related to:
    • Registration and eligibility
    • Discipline and complaints
    • Risk management and safeguarding
    • DEI and Safe Sport frameworks
  • Support data collection, surveys, and reporting required for quality control and audits
  • Registration & Player Administration
  • Administer and support club registration platforms
  • Assist families with registrations, payments, and financial support applications
  • Maintain accurate player, coach, and team records
  • Ensure data accuracy to support reporting, audits, and pathway tracking
  • League & Competition Administration
  • Assist with all league and competition administration, including:
    • Team entries and registrations
    • Player eligibility and rule compliance
    • Tournament entries and scheduling requirements
    • Travel permits and governing body paperwork (e.g., EOS, Ontario Soccer)
  • Support rostering and team setup across club platforms (e.g., TeamSnap, SportsEngine or equivalent)
  • Communications & Stakeholder Support
  • Act as a primary administrative contact for families, coaches, and staff
  • Respond to inquiries in a timely, professional, and consistent manner
  • Support internal and external club communications as required
  • Assist with parent, coach, and player surveys to support quality assurance
  • Scheduling, Facilities & Equipment
  • Support facility bookings and scheduling coordination
  • Assist with equipment and inventory tracking
  • Maintain organized administrative records for uniforms, equipment, and supplies
  • Financial & Operational Support
  • Support expense management processes, including bill payments and refund tracking
  • Assist Operations leadership with reporting, documentation, and administrative workflows
  • Ensure consistency and accuracy across operational processes

Qualifications & Skills:

  • Strong organizational skills with exceptional attention to detail
  • Excellent written and verbal communication skills
  • Comfortable working with registration systems, spreadsheets, and online platforms
  • Ability to manage multiple priorities and deadlines
  • Strong customer service mindset when working with families and staff
  • Experience in sport administration, non-profit administration, or youth sport environments is an asset
  • Familiarity with Canada Soccer / Ontario Soccer structures is an asset

Why Join OCSC:

  • Be part of a growing, community-focused, licensed soccer club
  • Be part of a collaborative leadership and operations team
  • Contribute directly to player experience, compliance, and club sustainability
  • Full-time, stable role with defined hours, growth potential and a competitive compensation package (including benefits, vacation, RRSP matching, etc.)

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