Position: Team Administrator, WFC2 Operations & Administration
Location: National Soccer Development Centre (3065 Wesbrook Mall, Vancouver BC)
Terms: Full-time, Permanent
Reports to: Manager, Team Operations & Administration
Vancouver Whitecaps FC is looking for a new team member to join our Whitecaps FC2 team in the position of Team Administrator, WFC2 Operations & Administration.
The Team Administrator, WFC2 Operations & Administration will be responsible for the provision of effective, timely operational and administrative leadership of the daily operations for the WFC2 MLS Next Pro Team, while supporting and upholding the overall club culture and objectives.
Specific Job Duties include, but are not limited to:
Coordinate all team travel and away match requirements including flights, hotel, ground transportation, meals, airport parking, per-diem, MD-1 training and ticket requests
Provide staff and players with all relevant travel information prior to departure and during travel
Travel with WFC2 team for all away matches as required and act as primary contact on the ground for airline, hotel, bus company and home team
Collect and process all invoices from key travel stakeholders including airlines, hotels, ground transportation companies
Match Day Requirements
Ensure that all match day league standards and requirements are executed
Coordinate game day logistics with the events team and designated team staff including parking, tickets, etc
Work with Head Coach to complete and submit match day roster via DMR platform
Direct contact for all away team requests including MD-1 training, tickets, accreditations, etc.
Prepare visiting team packages
Work with Manager, Team Operations & Administration to source and manage the housing inventory for WFC2 players
Serve as a liaison between the players and property management/landlord
Work with players and property management/landlord to ensure the following are managed:
Move in/out coordination
Lease, deposit and rent is appropriately invoiced and reconciled
Construct and communicate daily and weekly team schedules and travel itineraries to staff, players and UBC facility staff
Coordinate and communicate all player movement for training and match days across Academy, WFC2 & 1st Team
Ensure pre/post training meals are scheduled and organized
Lead the immigration process for obtaining player visas, work permits, eTA’s, ESTA’s, etc and work as primary liaison for correspondences with Lawyers and Player
Act as primary contact and assist in all player relocation items including flights, accommodation, vehicle, logistics, expenses
Coordinate and process confidential personnel information with HR department including SIN, banking, etc.
Assist player in completing mandatory league compliance training and Safe Sport courses
Assist with the registration process for all players and team staff on an annual ongoing basis via MLSNP registration portal and Canada Connect
Player Care & Services
Provide support and care for players upon arrival into market and as needed
Coordinate appropriate arrangements for any trialists
Flights, accommodation, transportation, per diem, itinerary/welcome package
Act as a point of contact for all player needs and requests
Coordinate and process all reimbursements/expense claims on behalf of players
Coordinate and process all insurance claims on behalf of players
Act as player liaison for appearances and community initiatives where necessary
Administrative tasks such as:
Collecting and organizing player information
Financial reporting, bookkeeping, record keeping
In addition to bringing a commitment to Vancouver Whitecaps FC vision and values, the successful candidate will have degrees of demonstrated skills and experience as follows:
Minimum two (2) years in a similar role, in an fast-paced, dynamic environment
Post-secondary degree in Business Administration or Sport Management is preferred
Proven organizational skills, with highly accurate attention to detail
Strong initiative, with demonstrated problem-solving and sound decision-making skills
Outstanding communication and people skills, with the ability to interface effectively with all business functions throughout the Club
Exceptional verbal/written communication and presentation skills
Effective listener, with the ability to build strong internal and external relationships at all levels
Demonstrated experience in generating written reports.
High degree of personal integrity, with the ability to practice a high level of confidentiality and discretion
Ability to be highly effective working independently as well as collaboratively within a strong team environment
Ability to manage and appropriately prioritize a large workload effectively and efficiently
Flexibility to adapt to frequently changing, fast-paced work environments while managing shifting deadlines, and changing initiatives
Must have a clean and valid drivers license
Must successfully complete MLS Safe Sport training
Must possess a passport and be able to freely travel internationally
Availability to work match days and other special events
Vancouver Whitecaps FC is the longest running professional soccer club in Canada and the United States. Since its inaugural season in 1974, the club has united generations of loyal fans in British Columbia and beyond. With academies in eight out of ten provinces, a network of partner clubs, and hundreds of camps and clinics every year, Whitecaps FC provide a foundation for Canada’s soccer future.
In addition to its two professional men’s teams, the Club is proud to be one of the first two founding teams for a new professional women’s league in Canada, which will be launched in the year 2025. We are also strongly committed to providing opportunities to Canadian athletes, both male and female, with the largest soccer development structure in Canada. This includes academy programs in eight of ten provinces across the country.
In addition to building a winning team on and off the pitch, the Club places great importance in giving back to our community, harnessing the power of sport to create a stronger, more equitable & inclusive society through three key community goals: helping meet critical needs, using soccer to build life skills and creating soccer participation opportunities in Indigenous communities.
Vancouver Whitecaps FC believes that diversity and inclusion is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. This includes but is not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact our People & Culture department.
Vancouver Whitecaps FC provides a competitive compensation and benefits package. If you are interested in applying, please apply for the role using the link: Team Administrator, WFC2 Operations & Administration
We thank all applicants for their interest, however only those selected for further consideration will be contacted.