Registration Specialist (VAS Midwest)

About the role

The Registration Specialist manages all aspects of event registrations, ensuring an efficient, accurate, and customer-focused experience. This role requires strong organizational skills, attention to detail, and a commitment to delivering high-quality service to both internal and external stakeholders.

Responsibilities

• Manage registration processes for events, camps, and championships, including data entry, payment processing, and housing assignments.
• Respond promptly to inquiries via email and other communication channels.
• Cook up with other departments on registration updates, team changes, and payment statuses.
• Ensure compliance with security and confidentiality standards.
• Process incoming mail (checks, purchase orders, etc.) and apply payments to accounts.
• Handle event closeout tasks, including attendance reconciliation, refunds, chargebacks, and invoicing.
• Absorb registration materials for events.
• Maintain engagement with Q&A platforms (e.g., BAND app) during events.
• Book hotel accommodations for seasonal staff as needed.
• Support other departments as needed in a collaborative team environment.

Qualifications

• Strong communication, organizational, and time-management skills.
• Ability to work in a fast-paced environment and meet deadlines.
• Willingness to travel to events, including overnight stays and weekends (2–3 per month during peak season).
• Demonstrated ability to stay calm under pressure, resolve conflicts diplomatically, and maintain professionalism during high-volume event periods.
• High school diploma required; bachelor’s degree preferred.
• Previous experience in event registration or customer service preferred.
• Familiarity with cheerleading, dance, or band industries is a plus.

Physical Requirements

• Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary.
• Ability to sit or stand for long periods through meetings and while operating office equipment, PC’s, laptop, telephone will be required.
• During events the ability to stand and walk for long periods of time (5 hours plus) is required.
• The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required.
• The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.