Position: Club Administrator

Post Date: April 17, 2020

Application Deadline: June 1, 2020

Start Date: June 15, 2020

The KLM Soccer Club is looking to fill the role of Club Administrator. The candidate should enjoy working with people, have excellent organizational and computer skills, have a good understanding of youth sports and be able to work at home and on location when necessary. The KLM Club Administrator reports directly to the Director of Operations.


Job Title: Club Administrator

Duties & Responsibilities



  • Maintain the KLM registration process to ensure accurate and timely registration of the KLM membership
  • Maintain and update the KLM on line registration system
  • Coordinate resolution of incomplete or pending registrations
  • Coordinate Age Group wait lists with TD
  • Manage registration logistics for Spring and Fall (including determining registration dates, and communicating registration timelines to the membership)
  • Ensure Vancouver Youth Soccer Association (VYSA) and BC Soccer registration requirements are met and all fees are paid
  • Assist members with the completion of Player Transfer Forms, Player Permits, International Transfer Certificates and all other VYSA, BC Soccer and Canada Soccer requirements for player participation
  • Manage the financial assistance application process
  • Refunding credit card payments


Team Administration & Support:

  • Provide administrative support for all teams
  • Work with the team officials to plan and schedule the distribution and return of uniforms & equipment
  • Work with TD and team officials to provide administrative support during assessment and team formation process
  • Work to put in place documented procedures where appropriate
  • Ensure all team officials in data base have current CRC
  • Ability to work on multiple tasks or projects at the same time
  • Manage the distribution of game schedules to team officials
  • Ensure all team officials in data base have current CRC
  • Check and verify all CRC’s to ensure there are no concerns
  • Manage requests for tournament reimbursements


Day to Day

  • Ensure the smooth administration of the club
  • Responsible for club wide communications
  • Manage marketing initiatives for club programs, camps & events
  • Update the registration database that CRC is received with date of approval
  • Manage the list of volunteers for the club
  • Create and maintain the yearly KLM calendar and ensure all dates are met
  • Provide members with updates of deadlines for information found on the KLM website
  • Follow-up with members who have not renewed their membership from previous years
  • Game day point of contact for the club



Works closely with, and reports to, Director of Operations
Will also work closely with the TD, Head Referee, coaches and managers


Essential Skills

  • Excellent computer skills and experience with Microsoft and Excel
  • Experience with, or willingness to learn, KLM’s web-based registration and club management software Techsys
  • Experience with, or willingness to learn Moneris payment system
  • Experience with, or willingness to learn, KLM’s web-based registration and club management software Stack
  • Outstanding communication skills
  • Well organized and able to work under pressure, especially at the beginning of the season
  • Knowledge of club membership packages


Ideal Candidate

The ideal candidate will be a person who is a positive self starter, organized, adheres to deadlines, reliable and can follow instructions. The Club Administrator also needs to be comfortable working within the guidelines and policies set by the KLM Board. This person needs to be a motivated individual with a passion for connecting with current, past and future KLM members with the aim of helping grow the club. Previous Registrar experience is required.


Time Commitment

Generally 40 hours a month but can increase to 70-80 hours a month during July to September



$1750 per month with opportunities to earn additional compensation from ad hoc projects