Athlete Services Coordinator (Louisville, CO) with IRONMAN in Louisville, CO

Sports Jobs in Louisville, CO
Event Management: Event Operations/Management
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Customer Service and Database Management
  • Handle all athlete inquires via email or phone both pre and post events, as well as onsite
  • Work directly with Director of Athlete and Information Services to resolve any complaints
  • Enforce WTC rules including withdrawal/transfer policies
  • Keep record of special circumstances leading up to and during event week
  • Establish a working relationship with the Race Director, Volunteer Coordinator, and onsite staff
  • Take appropriate actions to ensure athlete has a memorable experience during event week
  • Confer with athletes via telephone or in person in order to provide pertinent information
  • Assist with post-race shipping requests (t-shirts, bags, hats, medals, etc…)
  • Work directly with the Race Director and Information Services Coordinator on all informational collateral pertinent to their assigned races (athlete guides, spectator guides, traffic impacts, etc…)
  • Work directly with the Website Content Coordinator to ensure accuracy on all assigned events.
  • Process all transfer requests for assigned events, per the North American Transfer Program
  • Process all refunds for assigned events
  • Ensure that all athletes who received Event Registration Protection approval are removed from the appropriate events (including removing their onsite materials)
  • Work directly with any Physically Challenged and Handcycle athletes to ensure their needs are known and met before, during and post-race
  • Work directly with the Professional Liaison to ensure a streamlined process for all Professional Athletes
  • Submit athlete database to Merchandise team for product development
  • Submit athlete database to Account Manager for Event Program production

Event Lead
  • Assigned 7-9 events during the event season in which this individual will oversee from an Athlete Services standpoint
  • Oversee all aspects of athlete check-in including packet and bag stuffing and collection/verification of USAT
  • Inventory all department items to ensure each of the shipments received match up to the order
  • Ensure that supply trailers are fully stocked with appropriate materials post-race. Work directly with appropriate staff members on any orders that must be placed to fulfill any shortages
  • Work alongside the Athlete Development, VIP and Account Management team to ensure successful implementation of special programs and sponsor initiatives
  • Training of volunteers to aid in check-in process
  • Maintaining an organized and timely process to get athletes checked in as quick and accurately as possible.
  • Ensure signature of all waivers
  • Slot allocation and roll down including receiving payment for qualifying events
  • Assist staff on race day on an as needed basis per the Athlete Services Director
  • Ship waivers, race swag and post-race materials to the appropriate office
  • Develop Athlete Check-in layout in order to maximize efficiency
  • Handle all questions, concerns and issues throughout the Athlete check-in process
  • Oversee all aspects of Athlete Check-in

Event Assist
  • Event Assist is responsible for traveling to designated events and assisting Event Lead on all tasks and duties during event week

Slot Allocation & Roll-down
  • Handle distribution of World Championship slots during the scheduled times
  • Distribute remaining slots via Roll-down
  • Work directly with Global Operations Coordinator on the receiving the correct qualification spreadsheet with passwords, as well as qualification letters
  • Receive slot allocation distribution spreadsheet and results from Timing

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities.
  • Submit completed spreadsheet to Global Operations Coordinator immediately post-race

On-Site Registration
  • Oversee onsite registration process, including the training of volunteers
  • Update, print and distribute on-site registration information and volunteer instructions
  • Monitor iPads and make sure they are working properly after each use – notify Athlete Service Director of
    any issues

Job Requirements
  • Bachelor's degree from an accredited institution; or one to two years related experience and/or training; or equivalent combination of education and experience
  • Vast knowledge of present industry sports trends and understanding of industry benchmarks
  • Experience in project management and event coordination
  • Demonstrated ability in leading and mentoring a team to achieve results
  • Strong analytical, interpersonal, communication (both verbal and written) and presentation skills
  • Problem analysis and problem resolution at a functional level
  • Ability to think quickly, strategically, organize and manage multiple priorities
  • Ability to work in a fast-paced environment
  • Demonstrated commitment to company values and mission
  • Knowledge of Microsoft Office applications
  • Demonstrated professional ethics and demeanor at all times
  • Ability to work in an open-concept office with little privacy
  • Ability to travel for 1-2 weeks at a time, including weekends
  • Ability to lift 25-40 pounds

Work Environment
  • Office Environment is an open floor plan with little privacy
  • Average weekly workload is between 40-60 hours, but may commonly require long hours including evening and/or weekend hours throughout the year
  • When at an event, employees may be exposed to adverse weather conditions and long on-site hours
  • When traveling to an event employees will share hotel rooms, flights, taxis and rental cars 

Job Questions:

  1. How did you hear about this job?

  2. What are your compensation requirements?

  3. This position does not offer relocation, are you willing to relocate on your own?

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