TheMasonGroup

Compensation

Full Description

Operations Coordinator, Registrar Reports To: CEO Full-Time | Remote/Hybrid | Must be located 30-min from Bucks County, PA Programs: Ages 5–18 Work Model: Remote with occasional on-site support across multiple league locations Overview Oversees all registration, onboarding, compliance, and data management for a large, multi-location youth sports organization. This role ensures every athlete, coach, and volunteer is properly registered, fully compliant, and ready for each season. Success in this position requires someone who is highly organized, tech-savvy, proactive, and comfortable working in a fast-moving, high-volume environment. Experience in both non-profit and for-profit settings, volunteer-based programs, or remote work is a plus. This is a hands-on, operational role for someone who enjoys improving systems, taking ownership, and communicating confidently with leadership. Qualifications- Required • Experience in registration, operations, customer service, or administration • Strong technical skills and ability to manage multiple software platforms • Ability to work independently and reliably in a remote role • Availability for extended hours during seasonal peaks Preferred • Youth sports, nonprofit, or program coordination experience • Experience onboarding players, volunteers, and/or staff • Familiarity with compliance workflows, background checks, and certification tracking • Experience supporting or training small teams Work Environment & Schedule • Primarily remote with flexible hours • Required attendance at key league events, season launches, and training sessions • Extended computer-based work using multiple software tools • Occasional evenings or weekends during busy seasons • Lighter workload expected during in-season periods Key Responsibilities1. Registration Operations • Manage registration for players, coaches, volunteers, and teams • Build, update, and optimize registration forms and program offerings • Assist Directors with rosters, player movement, refunds, and special requests • Maintain accurate records across multiple systems 2. Compliance Management Ensure all required documentation is completed: Background Checks & Clearances • Process, track, and monitor volunteer clearances • Ensure compliance before season start Health & Safety Certifications • Track CPR, First Aid, concussion training, etc. Sport-Specific Coaching Certifications • Verify requirements, renewals, and documentation 3. Volunteer & Coach Onboarding • Oversee onboarding for 500+ seasonal volunteers • Provide training materials and policy documents • Assign coaches to teams and ensure all steps are complete before approval 4. Administrative & Operational Support • Manage workflow for league readiness (rosters, schedules, game cards, documents) • Maintain large datasets of athletes, volunteers, schedules, and compliance • Coordinate with site leads to ensure all materials are delivered on time 5. Scheduling Support • Provide accurate roster and field data to scheduling leads • Assist with building and adjusting game/practice schedules • Help resolve conflicts and communicate schedule updates 6. Communication & Support • Serve as the main contact for parents, coaches, and volunteers regarding registration and compliance • Respond promptly to high-volume inquiries • Draft and send announcements, updates, and reminders 7. Team Leadership • Recruit, hire, and support Assistant Registrars as needed • Build training materials and workflow standards for the registration team Required Technical Skills • Exposure to Google Workspace skills (Gmail, Sheets, Forms, Docs, Drive, Shared Drives, Calendar) • Experience with scheduling or database platforms • High comfort level with technology and learning new systems Operational • Strong operations and administrative background • Exceptional attention to detail and accuracy • Ability to manage large, seasonal registration cycles • Strong workflow and documentation skills Behavioral • Highly organized • Proactive and resourceful • Self-motivated and reliable in remote work • Service-oriented, team-first mindset • Hands-on problem solver • Flexible and adaptable • Calm under pressure and high volume • Clear, confident communicator • Comfortable offering ideas and voicing concerns Nice-to-Have Experience (Not required, but very helpful) • Non-profit or for-profit organizational operations • Volunteer management experience • Sports management platforms (LeagueApps, SportsEngine, TeamSnap, Stack Sports) • Experience using AI tools (e.g., ChatGPT) for workflow efficiency • Compliance, certification tracking, or risk management • Youth sports operations or large-scale onboarding experience What we offer: • A dynamic, flexible culture, that promotes collaboration and professional/ personal growth of each team member. • To be a part of a well-established team that values hard work, innovation & knows the value of its people. • Coaching, mentoring helping team members realize their potential, aiding in defining goals and executing them. • We are privately owned with an aggressive growth strategy; Making way for advancement opportunities to transition into operations and/or direct management. • Competitive base package + bonus plan • We have continuous training, and are firm believers that a strong, knowledgeable, well-trained staff is the reason we are at the top of our field, having continued success. • Our goal as leaders is to provide value, value to our clients, vendors and more importantly to our team- YOU. Looking forward to getting to know you... We are, and work with clients that are equal opportunity employers and considers all applicants for positions without regard to race, color, religion, gender, sexual orientation, age, national origin, disability, veteran status, or any other protected status. Job Type: Full-time Pay: $45,000.00 - $60,000.00 per year Benefits: • Employee discount • Flexible schedule • Paid time off Work Location: Hybrid remote in Warrington, PA 18976