Office Manager Youth Sports Operations

i9 Sports•Benbrook, TX

15d•Hybrid

About The Position

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. 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.

Requirements

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
Must be able to pass a National Criminal Background Check
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

Nice To Haves

Youth sports, recreation, hospitality, education, or program-management experience is a plus

Responsibilities

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
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
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
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
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
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
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