As the Club Administrator, you’ll play a pivotal role in the organisation’s success.

Beyond routine administrative duties, you’ll provide essential support to the operations executives, cultural leadership, financial management, staff office management, forward planning, continuous improvement, organisational projects, sponsor engagement, and the administration of all Club Programs.

Being a forward thinker your contributions will truly matter. The role is supported by the Executive Board and is required to perform the following duties:

1. Office Administration:

• Engage in a variety of administrative tasks including project work, and regular event support.
• Collaborate with the office administration team to provide exceptional support, direction and oversight for the office team where required.
• Handle phone enquiries and interact with both internal and external customers, stakeholders and in essence be the face of the Club.
• Play a key role in leading, managing and coaching your administration team.
• Responding to general enquiries from parents, team managers and players through a Club Admin email account in a positive, timely and engaging manner.
• Consider and respond to all compliments, complaints from parents, team managers and/or players and referral of issues to specialists through the club, eg. President, VP, Treasurer, Secretary, Division Coordinators, Child Safety Officer etc.
• Support registration process by Advertising registration timeframes, sorting and filtering registration lists into gender/day/age groups and distribute to Division Coordinators to establish age lists for the coordinators to work through selection process, team allocation.
• Update PlayHQ or similar association system with teams and player information at the provision from Division Coordinators.
• Support accounting and operational reports to the Board as required, provision of detailed profit and loss statements and balancing of accounting measures.
• Supporting deliverance of marketing, media planning and regular communications with key stakeholders.
• Monitor performance, initiate growth development plans & support all office staff to ensure accuracy of financial reporting, contracts/agreements, accounting requirements, and associated governance requirements.
• Support merchandise and canteen teams to ensure accuracy of reporting, sales performance/growth, cogs measures and relative expenses are maintained within budget.
• Develop layers of skill sets within the administration to ensure that there are multi levels of staff able to complete each specific task if required to prevent any single point of failure exposure.
• Maintain our club’s positive culture of working in unison and toward our common objectives at all times.

2. Sponsorship & Stakeholder Support:

• Manage and grow both current and future relationships with sponsors for the club, key stakeholders, council, suppliers, sporting bodies and business partners.
• Assist in the development and execution of sponsorship proposals and contracts, maintain accurate records or sponsor contacts and agreements.
• Act as a point of contact for sponsors and always ensure prompt and professional communication.
• Coordinate sponsor involvement in club events and activities, ensuring all sponsor requirements and deliverables are met.
• Prepare reports on sponsorship activities and outcomes for internal review.
• Management and engagement of office staff, volunteers, supervisors both stadium and referee, related human resource matters, stadium amenities, planned and required maintenance within budget. Build and manage subcommittee of volunteers to help with operational requirements as required.

3. Executive Assistance to the Board:

Provide top-tier assistance to the board, ensuring seamless decision-making processes and efficient workflow. Your responsibilities will include but not be limited to:

• Executive level assistance - proactively supporting the Board with various tasks and scope of works where allocated.
• Report and correspondence drafting - Drafting reports and correspondence with precision and professionalism.
• Administrative project work - Handling administrative projects assigned and contributing to the success of key initiatives.
• Versatile Duties - Taking on additional duties as directed by the Board, demonstrating adaptability, and contributing to the overall success of our organisation.
• Engage and build relationships with all court facility management in the immediate area. Working to maintain availability, contracts and forward planning of court allocations and hours as per required by our collective divisions and future growth. To be provided and mapped out in detail a minimum of 3 years in advance.
• Supporting the Board to prepare, negotiate and actively highlight areas of opportunity for growth and expenditure control.
• Establish a strong understanding club policies and adherence to endorsed policy and agreed procedures.

4. Administrative Support:

• Support the Board and operations team on key contracts and events as required.
• Work with key contractors, board and operations managers to plan and deliver external hospitality and meeting events.
• Support with the planning and coordination of club-based events, including (but not limited to) presentation nights, familiarisation days, try outs, sponsor events, gradings days and Annual General Meeting (AGM).
• Work with the operations managers to plan and coordinate hospitality.
• Support end of season administration including MVP & Coach collation, trophies, medals.
• Maintain player and family confidentiality when dealing with sensitive matters and information.
• Manage all Club records in an accurate and secure manner.
• Ensure all agreed budgets are managed effectively.
• Complete periodical reporting in conjunction with the President, Secretary and Treasurer as required.
• Support Club tribunal manager and liaison with club members where required.
• Ensure integrity of data management and brand is maintained.
• Manage the OH&S program, action preventative/resolution measures where required and submit recommendations to the board for any larger areas of concern and/or ongoing patterns requiring capital support.
• Create and maintain a child safe environment.
• Support our media team to maintain, update and oversee our club website to ensure it remains current, user friendly and relevant to our clubs’ key objectives, further enhancing our clubs profile.