Operations Support Specialist, Administrative​/Clerical

Position Summary
The Operations Support Specialist plays a critical role in ensuring smooth daily operations across multiple programs, including Galaxy, Youth Academy, and Classes. This position supports customer service functions, assists in resolving escalated issues, manages logistical needs for programs and events, and provides administrative and operational support to maintain efficiency and enhance the customer experience.

Key Responsibilities

Customer Service & Issue Resolution

• Serve as a secondary point of contact for customer service inquiries.
• Assist in resolving escalated customer issues in collaboration with program managers.
• Provide clear, timely communication with customers and staff regarding program details, timelines, and updates.

Program Logistics

• Coordinate the ordering of medals, t-shirts, and other event materials.
• Support logistics for Galaxy, Youth Academy, and Class programs, ensuring supplies, schedules, and communications are accurate and timely.

Administrative & Financial Support

• Manage Amilia entries, ensuring registrations are complete and accounts are updated.
• Track and manage attendance.
• Maintain inventory and order office supplies and customer experience items as needed.
• Perform closing duties for merchandise.

Event & Tournament Coordination

• Handle registrations for tournaments and ensure payment and documentation are completed on time.
• Assist in preparing necessary materials and resources for event staff and participants.
• Provide compliance by confirming all guests have registered their entry to the building
• Maintain basic sanitation and organization of the facility

Operational Efficiency

• Maintain records, documents, and timelines to ensure operational consistency.
• Collaborate with program leads to proactively identify and resolve operational challenges.
• Support initiatives to improve workflows, communication, and customer satisfaction.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent verbal communication abilities.
• Customer service experience with problem-solving capabilities.
• Proficiency in office software (e.g., Google Workspace).
• Ability to manage multiple projects and deadlines simultaneously.
• Experience with database management is preferred.
• Knowledge of youth sports program operations is a plus.

Work Environment

• This role requires both office-based administrative work and on-site support for programs and events.
• Evening or weekend availability during peak seasons.