WE ARE HIRING AN ADMINISTRATION COORDINATOR

Role: Administration Coordinator
Primary Location: White Rock, BC
Employee Status: Full-time

The Company

The Semiahmoo Ravens Minor Hockey Association (Ravens Hockey) organizes a membership of 1,000 amateur youth hockey players and supporting families from the communities of White Rock and South Surrey, British Columbia, Canada.

Formed in 1966, our association enables any child within our community who wishes to learn and improve their hockey skills the opportunity to do so within a safe and respectful environment.

The Opportunity

The Administration Coordinator must possess strong communication and organizational skills, and be proficient with TeamSnap, Microsoft Office, Google Suite, and QuickBooks. This individual should be of high character and values that will set a positive example for all players, coaches, volunteers, and member families of Semiahmoo Ravens Hockey. The Administration Coordinator reports to and works under direct supervision of the Executive Director, and ultimately, the Board of Directors.

Key Responsibilities

Responsibilities and essential job functions include, but are not limited to, the following:

• Oversee reception area and greet visitors.

• Handle all incoming phone calls, e-mails, walk-ins, and mail.

• Maintain office organization, oversee boardroom bookings, and order supplies

·         Responsible for general administrative responsibilities and communication to volunteers

·         Responsible for all digital correspondence to association membership (e-mail, Team Snap)

• Collaborate with the Executive Director to drive innovation, communications strategy, and programming.

·         Responsible for all software management, including set-up, execution, training, and management.

• Manage player registration (online), set up and manage the Hockey Canada Registry (rostering, team official credentials and meet league deadlines).

• Set up and manage TeamSnap including managing payments, rosters, seasons, refunds, and registration.

·         Responsible for executing and coordinating ice allocations with the support of the ice allocator), including seasonal ice, evaluation ice, out-of-season requests, and insurance coverage.

• QuickBooks – All bookkeeping, bills, bill payments, and bank reconciliations.

• Handle association deposits and day-to-day banking matters.

• Prepare annual grant application in collaboration with the Executive Director and association Treasurer.

·         Assigning and training division managers, team managers and volunteers

·         Administer Team Manager meetings – provide support and answer questions throughout the season with support from the ED (also recruit, develop, and retain these volunteers)

• Manage tournament permission letters, facilitate division manager and team manager meetings.

• Liaise with key stakeholders – Referee in Chief (RIC), Ice Allocator

·         Order and oversee management of equipment, in collaboration with the Equipment Manager. Ensure supplies are ordered, equipment is available, and jerseys are on hand for size changes and exchanges.

• Facilitate clothing and fan wear sales (in-person and online) and have good working knowledge of Squarespace.

·         Responsible for operations and execution of all special events (AGM, Photo Day, West Coast Fall Classic, Winter Classic, March Madness, Vancouver Giants, First Shift, Scholarship night and any new events as required)

• Other duties, as required.

Qualifications

• 5+ years of related administrative experience or an equivalent combination of education, training, and experience.

• 5+ years of experience with TeamSnap or similar sports administration software.

• Post-secondary diploma or degree in business administration, sports administration, or a relevant discipline.

• Ability to work flexible hours including evenings, weekends, and occasional travel.

• Technical proficiency with Microsoft Office, Google Suite, Squarespace, and general computer skills.

• Excellent interpersonal skills and customer service skills.

• Critical thinking and problem-solving skills.

• Ability to develop relationships and partnerships, and to work collaboratively at all levels and areas within the organization.

• Valid criminal record check for vulnerable sector.

Preferred Qualifications:

• Previous experience in a similar capacity with an amateur sports organization.

• Bookkeeping experience, specifically using QuickBooks.

Compensation:

• Salary commensurate with experience.

Hours:

• Monday to Friday 9:00am-5:00pm

The Semiahmoo Ravens Minor Hockey Association is a not-for-profit organization that believes each employee contributes directly to our growth and success. We are committed to workplace excellence, safe work environments, and the communities where we work and live.  

To Apply:

Email your resume and cover letter to sackles@semiahmooravens.ca with “Ravens – “Administration Coordinator” in the subject line by February 7th, 2025.

We appreciate all applicants but only those selected for an interview will be contacted.