Office Manager – Youth Sports Operations

Benefits/Perks

Team-based atmosphere with a focus on FUN!

Build leadership and management experience

Opportunity to directly impact the success of youth sports programs

Online training and professional development opportunities

Fast-paced, team-oriented work environment

Opportunity for continued growth within the organization

Company Overview

Founded in Tampa, Florida, i9 Sports® is the nation’s first and largest youth sports league franchise business in the United States, with more than 1 million registrations in over 500 communities from New York to Hawaii.

Established in 2003 on the principle that the number one reason kids play organized sports is to have fun, i9 Sports offers youth sports leagues, camps, and clinics for children ages 3-17 in sports including flag football, soccer, basketball, volleyball, baseball, and more.

With a focus on fun, safety, convenience, inclusivity, and good sportsmanship, i9 Sports is reinventing the youth sports experience for families across the country.

It's the way youth sports should be®.

Job Summary

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.

The ideal candidate is highly organized, technologically capable, an excellent communicator, and someone who naturally follows through. This person should be able to look at everything happening within the operation, determine what needs attention, and help keep the team on track.

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.

Key Responsibilities

Office Management & Daily Operations

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

Customer Service, Emails & Phones

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

Program Building & Administration

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

Staff Training & Readiness

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

Inventory & Equipment Management

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

Venue & Facility Relations

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

Weekend Operations

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

Technology Expectations

This is a technology-heavy position. Candidates must be comfortable working within multiple platforms and learning new systems quickly.

Responsibilities may include:

Microsoft Excel

Microsoft Office

Google Workspace

Email management

Scheduling systems

Customer relationship management systems

Registration and sports-management platforms

Online forms and documents

Staff communication platforms

Reporting dashboards

Basic troubleshooting of technology and customer account issues

The ideal candidate does not need to know every system before starting but must be technologically confident and able to learn new software quickly.

Qualifications

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

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

Must be able to pass a National Criminal Background Check

Physical Requirements

This position combines office-based responsibilities with active weekend operations.

Candidates must be able to:

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

What Success Looks Like

A successful Office Manager is someone who can keep track of a lot of moving pieces without letting things fall through the cracks.

You should be the type of person who notices that a venue confirmation is missing, a staff member still needs training, inventory is running low, a parent needs a response, and a program still needs to be built, then can prioritize those needs and work through them efficiently.

We are looking for someone who:

Takes ownership

Communicates clearly

Follows through

Holds themselves and others accountable

Is comfortable making decisions

Learns quickly

Handles change well

Builds positive relationships

Can manage competing priorities

Helps others succeed

Brings solutions instead of only identifying problems

Maintains a positive, can-do attitude

Most importantly, this individual should care about creating an organized operation behind the scenes so our staff can deliver an outstanding experience for every parent and child who participates in an i9 Sports program.

Each franchised location is independently owned and operated and is solely and exclusively responsible for determining local hiring decisions, compensation, benefits, and other terms of employment.