Coordinator, Business Operations

POSITION:  Coordinator, Business Operations

LOCATION:

Toronto Rock Athletic Centre, 1132 Invicta Drive, Oakville, ON

REPORTS TO:

VP of Business Operations
HOURS OF WORK:  Full-Time, 9:00 AM – 5:00 PM Monday to Friday and some weekends as required
Organizational Overview:
Toronto Rock Lacrosse Inc. is seeking a  Coordinator, Business Operations  to join our dynamic Business Operations team.

The Toronto Rock Group, headquartered in Oakville, Ontario, includes the professional Lacrosse Club who are members of the National Lacrosse League (NLL), the Toronto Rock Athletics (leagues, facility rentals), Toronto Rock Sports Medicine & Wellness Centre, The Quarry (high-performance training facility), and Rock Lax Shop (equipment, gear & apparel).The Toronto Rock Lacrosse Club play their home games at TD Coliseum in Hamilton, Ontario and are the defending NLL Champions entering the  season.

Position Summary:

Reporting to the Vice President of Business Operations, the  Coordinator, Business Operations  supports revenue and business-growth initiatives and is responsible for coordinating day-to-day- administration, customer service, programs, events, travel and internal support across the Toronto Rock Group. This role works closely with department across the organization to keep office and facility operations running efficiently, support a positive experience for customers and program participants and assist with special projects and organizational initiatives.
Handles day-to-day clerical tasks for Toronto Rock including but not be limited to; greeting and directing visitors, answering telephone and email inquiries and respond to routine, moderate and complex customer service inquiries in a courteous and professional manner
Manages daily office operations such as ordering and stocking office and kitchen supplies, photocopying, filing, incoming & outgoing mail distribution, scheduling couriers, maintain efficiency of office equipment, manage calendars, water delivery, etc.
Maintain overall standard of the Toronto Rock Athletic Centre which includes but is not limited to; shared spaces being tidy, Toronto Rock reception desk area clean and welcoming, lobby TV and office reception TV ads updated, organizing public-facing areas, ensuring meeting rooms remains clean and tidy etc.
Coordinate all charitable partner ticket and merchandise donations which includes but is not limited to; approving appropriate donations, maintaining records of distribution and redemption, coordinating goals and objectives for donation program, providing regular detailed reports etc.
Maintaining administrative budget ensuring cost effective solutions are maintained for office operation (Ex. office supply ordering etc.)
Support administrative needs of the President & COO including but not limited to; booking travel, meetings, arranging lunches, deliveries
Manage Day Smart Rec booking software for TRAC online bookings & registrations; payment processing, refunds, communications, trouble shooting etc.
Administrative support for TRAC Facility and TRAC Athletics including but not limited to; document/report/form preparation, insurance requirements and waivers, ordering program supplies, food deliveries and catering, online & in-person programming inquiries, processing registration payments and refunds
Support Community Engagement & Partnerships team; including but not limited to; presentations, event activations, reports, customer service, Charity partnerships and school programming
Attend business meetings as required; record minutes and distribute in a timely manner
Maintain off-site storage facilities (s) organization, supplies and an up-to-date inventory summary and appropriate layout maps
Manage the Toronto Rock Social Budget (Wellness programming, organize staff events, Lunch & Learn, meetings, training sessions and other internal staff initiatives etc.)
Assist with maintenance of TRAC booking calendar and distribute as required
Support The Quarry administrative duties including; customer service, billing, scheduling, member records, class timetables, Mind Body & Lumin app troubleshooting, personal training details, website updates as required etc.
Register Rock Stars participants in the DASH system, maintain accurate team registration records, coordinate participant invoicing, process refunds as required,
Coordinate communication to participants & families for all TRAC programming; including payment plans, enrolment requests, training bookings, team tournament hotel room block…