Team Administrator — Job Description
Monterey Bay Football Club is seeking a highly organized, proactive, and detail‑oriented Team Administrator to support all logistical and operational needs of the first team. This role serves as the central communication hub between players, coaching staff, support staff, front office, league officials, and external partners. The Team Administrator ensures that all team operations run smoothly on training days, matchdays, and during travel.
Position Summary
The Team Administrator oversees the day‑to‑day administrative, logistical, and operational functions of the professional team. This includes managing travel, coordinating matchday operations, maintaining team documentation, supporting player needs, and ensuring seamless communication across departments. The ideal candidate thrives in a fast‑paced environment, anticipates needs before they arise, and upholds a high standard of professionalism and confidentiality.
Key Responsibilities
Team Operations & Administration
- Serve as the primary administrative liaison between players, coaching staff, support staff, and front office.
- Maintain team records, documentation, itineraries, and compliance submissions.
- Manage weekly operational tasks including meal distribution, locker room stocking, and player communications.
- Coordinate player appearances and ensure compliance with league and Player Association guidelines.
- Conduct monthly apartment checks and manage maintenance or inventory needs.
Matchday Operations (Home & Away)
- Lead all logistical preparations for home and away matches, including locker room setup, hydration and food stocking, and coordination with equipment and medical staff.
- Prepare and distribute matchday documents such as lineup sheets, DMR sheets, competition timelines, and substitution passes.
- Serve as the point of contact for visiting team administrators, referees, and stadium operations staff.
- Oversee gameday timelines, ensuring teams and officials adhere to league‑mandated schedules.
- Manage post‑match reporting and compliance submissions through league platforms.
Travel Management
- Coordinate all team travel logistics, including flights, buses, hotels, rooming lists, catering, and itineraries.
- Communicate with travel agents, hotels, bus companies, and airport staff to ensure smooth travel experiences.
- Prepare and distribute detailed travel itineraries to players and staff.
- Manage check‑in procedures, boarding passes, baggage coordination, and per diem distribution.
- Support the team throughout travel days, including communication of gate changes, delays, and schedule adjustments.
Communication & Coordination
- Maintain consistent communication with coaching staff regarding schedules, rosters, travel needs, and match preparation.
- Serve as the primary point of contact for visiting teams and home team administrators during away matches.
- Coordinate with front office departments (ticketing, communications, operations) to fulfill weekly and matchday needs.
- Ensure timely submission of all league‑required information, including team information forms, travel details, and compliance documents.
Inventory & Resource Management
- Monitor and restock locker room, coaches’ office, and travel supplies.
- Manage weekly food and hydration purchases using club purchasing procedures.
- Track receipts, invoices, and expenses, submitting all documentation promptly to the Club Administrator.
Qualifications & Skills
- Exceptional organizational skills with the ability to manage multiple tasks and deadlines.
- Strong communication and interpersonal abilities; comfortable working with players, staff, and external partners.
- High level of professionalism, discretion, and reliability.
- Ability to work non‑traditional hours, including evenings, weekends, and travel days.
- Problem‑solving mindset with the ability to anticipate needs and adapt quickly.
- Experience in team operations, sports administration, or event logistics preferred.
- Valid driver’s license/REAL ID required.
Work Environment
This role is primarily on‑site at the club’s training facility and stadium, with required travel for away matches. The Team Administrator must be available during training hours (8am–3pm, Monday–Friday) and on all matchdays.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
