Position: Administrative AssistantStart Date: January 2025Job Title and Summary: Provide support for customers, training staff and management team in various capacities, including customer communications (phones, emails, in-person), office management (supplies, inventory, retail sales), event management for tournaments or special events, and flexible response to other needs as they arise.Statement of Job Purposes and Objectives: The administrative assistant supports the Manager and other management staff for Dark Horse Athletics. This position would track membership payments, and work to collect overdue payments. Must be attentive to detail and discreet, as you will be dealing with some financial information. They serve as the face/voice of the company to customers who call, inquire, and apply for our programs. Must be able to communicate with customers and their families in a knowledgeable, extremely professional, and friendly way. Also, they must be very proficient with technology and have experience with Google Workspace applications. They must be able to manage multiple tasks at once in a timely and effective manner. They should expect a high-pace work environment where they will be expected to navigate challenges that occur in a professional manner.Major Job Duties:
- Answer phone calls and voicemails quickly with detailed and helpful information. Calls and emails should always be answered within 24 hours.
- Utilize proprietary project management software to track applications to our programs and manage and delegate other special project needs.
- Utilize proprietary scheduling software to import schedules for clients and staff.
- Serve as communications liaison with local youth hockey associations and teams who train with us during their season regarding their training needs, schedule, attendance, waivers & compliance, etc.
- Maintain records of all payments for members, collecting overdue payments and tracking customers' special circumstances clearly.
- Assist with retail POS purchases. Primary items sold are apparel items.
- Purchase and manage office and training supplies. When something is needed, you must either purchase the needed item or communicate the need to the Administrative Manager.
o This will include both online ordering and large trips to retail stores to retrieve items.
- Provide support for tournament events. Assist or start to lead organizing around booking trainers, officials, etc. for hockey games and tournaments.
- Must be able to lift 50 pounds comfortably. This position often fluctuates between time seated at the desk and time active to purchase, move items, bring needed materials to training staff, etc.
- Will be expected to work 2 tournament weekends. This could include starting to organize and run some of these tournaments.
- Compiling information regarding necessary purchases for the company (i.e. jerseys, office supplies, etc.)
Major Job Duties and Responsibilities:
- Phone and Email Communication:
- Answer phone calls and voicemails promptly, providing detailed and accurate information to clients, vendors, and internal stakeholders. Ensure all phone calls and emails are responded to within 24 hours, maintaining a high level of professionalism and efficiency in all communications.
- Escalate urgent issues to the appropriate team member or manager to ensure timely resolution.
- Project and Application Management:
- Assist in the management of various special projects, from initiation to completion, including delegating tasks to appropriate team members when necessary. Maintain up-to-date status reports for management review.
- Use project management software to monitor, track, and update Dark Horse Athletics program applications. Oversee project-related tasks, delegating responsibilities as needed, and ensuring all assignments are completed on time and within scope.
- Scheduling and Calendar Management:
- Utilize proprietary scheduling software to input and update training and event schedules for clients and staff involved in Dark Horse Athletics programs.
- Coordinate and adjust schedules as needed, communicating any changes clearly and proactively to all relevant parties.
- Youth Hockey Association Liaison:
- Act as the primary point of contact for local youth hockey associations and teams, coordinating their training schedules, attendance, and ensuring all required waivers and compliance documents are submitted and up to date.
- Foster strong relationships with these associations, understanding their needs and providing consistent, reliable communication.
- Ensure smooth communication regarding changes, updates, or issues throughout the season.
- Financial Record-Keeping and Payment Collection:
- Maintain detailed and accurate financial records for Dark Horse Athletics, tracking payments from 1,500+ members.
- Follow up on overdue payments, implementing effective communication strategies to resolve outstanding balances, and document any special circumstances for payment plans or exceptions.
- Retail and Point-of-Sale (POS) Assistance:
- Assist with processing retail purchases for Dark Horse Athletics, primarily focused on apparel and other merchandise.
- Ensure POS transactions are recorded accurately and assist customers with inquiries related to purchases, returns, and inventory availability.
- Office and Training Supplies Management:
- Manage the purchase and inventory of office and training supplies, either by placing orders online or making trips to retail stores as necessary.
- Collaborate with the Administrative Manager to anticipate supply needs, streamline the procurement process, and ensure all supplies are stocked efficiently for smooth operation of day-to-day business.
- Event and Tournament Support:
- Provide administrative support for tournament events, assisting with or taking the lead on organizing logistics such as booking trainers, officials, and other necessary staff for hockey games and tournaments.
- Help ensure events run smoothly, including handling last-minute changes or urgent needs related to the event.
- Physical Activity and Mobility:
- This position requires regular physical activity, including the ability to lift and move items weighing up to 50 pounds. You will frequently transition between desk work and active tasks, such as transporting materials and setting up supplies for training sessions.
- Tournament Weekend Availability:
- Availability to work 2 tournament weekends per year, supporting or leading event organization. Scheduling for these weekends can be discussed and finalized with the Administrative Manager prior to the winter season.
- Purchase Coordination:
- Compile, track, and report on necessary purchases for the company, including but not limited to team jerseys, office supplies, and equipment. This may include online orders or making occasional large trips to retail stores.
- Ensure all purchasing follows company guidelines and stays within budget, seeking approval from management when necessary.