Athlete Services Coordinator - Tampa with IRONMAN in Tampa, FL

Sports Jobs in Tampa, FL
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 Athlete Services manager and/or Director of Athlete and Information Services to resolve any complaints, issues or problems
  • 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 event pages.
  • 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, Race and Regional 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
  • Submit completed spreadsheet to Global Operations Coordinator immediately post-race

  • On-Site Registration
  • Oversee onsite registration process for following year’s event, including the training of volunteers
  • Update, print and distribute on-site registration letters and volunteer instructions
  • Monitor iPads and make sure they are working properly after each use – notify Athlete Service Manager 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:

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