Sports Coordinator

Duties and Responsibilities:

Core duties and responsibilities include the following. Other duties may be assigned by management.

Administrative, Operations and Logistics:

• Provide logistical support for sports events, including venue arrangements, transportation, and accommodation for athletes and teams.
• Collaborate with external vendors and partners to ensure seamless event execution.
• Work with venue managers and organizers to secure suitable facilities for sports events.
• Coordinate with facility staff to ensure all required amenities and resources are available.
• Assist in the development and implementation of merchandise strategies for events.
• Coordinate the sale and distribution of Special Olympics merchandise during sports events.
• Assist in general administrative tasks as needed to support the overall functioning of the sports management team.
• Participate in team meetings and contribute to planning and decision-making processes.
• Utilize the Games Management System to input, review, and update sports-specific event details.
• Ensure accurate and up-to-date information is available for coaches, athletes, and volunteers.
• Assist with GMT (Games Management Team) Onboarding Process.

Inventory Management and Event Prep Support:

• Maintain and update a comprehensive inventory of equipment and supplies for various sports events.
• Track medal distribution and ensure an adequate supply for upcoming competitions.
• Coordinate with suppliers to order equipment and supplies as needed.
• Manage the storage of sports equipment, kits, and other related items.
• Regularly conduct inventory checks to ensure accuracy and availability of equipment.
• Prepare regular reports on sports program activities, including participation numbers, event outcomes, and athlete achievements.
• Submit reports to management and other stakeholders as required.
• In office support for event preparation of materials for Coaches and Events
• Ensure equipment is well-maintained and meets safety standards.

Procurement:

• Procure specific sports equipment and/or meals for events as instructed by the Manager.
• Manage the procurement process for sports-related supplies, equipment, materials and meals at events.
• Obtain competitive bids and negotiate contracts with vendors to secure cost-effective options.
• Maintain records of all procurement activities and expenses.

Education and Experience:

• Experience with event management or project management preferred.
• Associated Degree in Project Management, Sport Management or similar experience preferred.
• Knowledge in Microsoft Office Suite
• Experience in Event Management or Project Management
• Experience and understanding of accessibility and Inclusion as it relates to events: Understanding of accessibility requirements and strategies to ensure that events are as inclusive as possible for our constituents.

Skills and Abilities:

• Excellent Communication and Interpersonal Skills
• Organization and Time Management
• Problem-Solving Abilities
• Leadership and Team Management
• Negotiation and Financial Skills

Working Conditions:

• This position is remote and will have the flexibility to work from home but will need to come to the office as it is related to preparation and event readiness.
• On-Site and Off-Site Work: This position will involve work both on-site at the event venue and off-site at their office or other locations. On-site work involves overseeing event setup, managing logistics, coordinating with vendors and staff, and ensuring smooth event operations. Off-site work involves planning, budgeting, marketing, communication, and administrative tasks.
• Physical Demands: Event management can involve physical work, such as setting up and dismantling event equipment, moving furniture, and being on your feet for extended periods.
• Travel requirements and working weekends: This position may require traveling depending on the location and needs of the event and will be expected to work some weekends related to their events.

Compensation and Benefits:

• This position is an hourly non-exempt position.
• Salary range is $45k-$56k.
• Medical, dental, vision, life, and disability insurance
• 403(b) retirement plan, 100% vested immediately with up to 5% matching after designated waiting period.
• Vacation and sick leave

Special Olympics Washington