Academy Operations Coordinator

Unity. Winning. Honour.

On the pitch, Whitecaps FC is steeped in North American history, dating back to 1974. After finally making the jump to MLS in 2011, our club has found success year over year. Breaking club point records, continuing the tradition of lifting the Cascadia Cup, winning our first-ever Canadian Championship, and finally bringing the MLS Cup playoffs to BC Place. The Whitecaps FC mission is To Unite and Inspire Our Communities.

How you will contribute:

General Administration

  • Work closely with the Academy Administrator to execute all administrative and operational requirements for the Academy program and each of its teams and players
  • Lead and execute the distribution, collection and filing of all registration documents at the start of each season and during the player exit period at the end of each season
  • Manage the Canada Soccer and USSDA registration databases
  • Create and communicate the weekly training field schedule
  • Gather appropriate content and create the weekly video message board
  • Book locker rooms and other facilities as require
  • Manage the bookings and payments for match officials
  • Assist the Academy Administrator with team travel planning, bookings, finance reporting and other logistics
  • Lead the communications with visiting teams ahead of scheduled games
  • Send email communications to players and families as required
  • Manage and produce the monthly Academy e-newsletter
  • Update program and team calendars as required
  • Manage the MS Teams platform for the Academy

General Operations

  • Manage the scheduling, maintenance and logistics of the Academy van and follow all club policies related to fleet vehicle use
  • Assist with the transport of players to appointments, airport and functions as required
  • Assist in the organization and execution of special events for teams and at the NSDC
  • Organize team meals as required
  • Manage weekly recovery food ordering
  • Coordinate Academy player and staff appearances for community relations requests
  • Assist with the organization of team/program social events
  • Assist with the organization of match tickets for players/ team staff
  • Manage the ordering and distribution of seasonal accreditation

Billeting, Player Housing and Relocation

  • Work with the Billet Program Manger to promote the billet program and recruit local host families
  • Assist with billeted player arrivals and departures at the beginning and end of each season
  • Coordinate the moving of player belongings and manage the off-season storage at the NSDC
  • Work with the Academy Administrator to coordinate and book short term accommodations for players, as required
  • Work with the Billet Program Manager to promote the Billet Program and the recruitment Host Families
    • Lead the relationships and logistics related to players living in club apartments
    • Manage, inventory and distribute club furniture and household affects
    • Manage the relationship with the property management team
    • Serve as the primary contact for players
    • Manage the utility accounts
  • Manage all apartment viewings, cleanings and deal with any damage claims
  • Manage the purchase, tracking and distribution of player food and housing allowances and expenses

Match Day Responsibilities

  • Be familiar with all league match day requirements and ensure that all league rules, policies and standards are strictly adhered to
  • Serve as the direct contact for all visiting clubs and communicate with each club ahead of match days regarding timing, logistics and visiting team requests
  • Prepare a detailed match-day timeline for each home match

Player Transportation

  • Working in conjunction with the Academy Administrator and Billet Program Manager, organize and manage all aspects of local transportation for the Academy teams and billeted players; o Organize and manage Compass Cards for billeted and development team players
  • Arrange for billeted player transportation to medical/personal appointments as required
  • Manage and execute on airport transfers at the following times; pre-season, Christmas break, end of season and for any national team call ups

Academy Trialists and Trial Weeks

  • Lead the logistical planning and execution for all guest trialists and trial weeks
  • Arrange and manage hotel bookings, meal planning, player flights and ground transportation
  • Arrange daily transportation for trialists to and from the hotel, training centre, airport and any other requirements
  • Serve as the primary on-site hotel contact - lead the supervision of players, manage meals and provide logistical support as needed

Additional Club and Meeting Commitments

  • Attend weekly staff meetings as scheduled by members of the Whitecaps FC management team.
  • Attend special meetings for program related issues as required and scheduled
  • Attend the annual club All-Staff Meeting

What are we looking for:

  • 2-4 years of sport administration experience and/or other related work experience
  • Strong proficiency working with Microsoft Office
  • Experience working with web-based registration systems
  • Strong administrative and organizational skills
  • Strong professional communication skills, both written and verbal
  • Ability to multi-task across several projects and functions with strong prioritizing capabilities
  • Strong self-starter able to work autonomously, lead projects and problem-solve
  • Positive, team focused demeanor
  • Possess a valid BC Driver’s license (BC) with clear abstract
  • Flexibility with work schedule when required (evenings and weekends)

Why work for Whitecaps FC:

  • The chance to work in a fun, non-traditional work environment
  • Excellent training and support to enable you to do the job
  • Benefits included a generous extended health and dental plan, unlimited paid time off and heavily discounted game day tickets
  • Be part of Vancouver’s most exciting sporting environment

If you feel you have what it takes to contribute to our team, please email your resume and cover letter indicating how you meet our qualifications, to careers@whitecapsfc.com 

We thank all applicants for their interest, however only those selected for further consideration will be contacted.

No recruiters or agencies, please.