Team Administrator

About the role

AC Grand Rapids is an MLS NEXT Pro expansion club preparing to launch in 2027. We are building more than a professional soccer team—we are building a club that reflects the pride, ambition, resilience, and identity of West Michigan while creating a model for the future of professional soccer in the United States. Our vision is to create a club where performance, development, culture, and community are inseparable. We believe sustainable success is built when exceptional people are united by a common purpose, aligned around clear standards, and committed to continuous improvement.

The Team Administrator serves as the operational leader responsible for ensuring every aspect of First Team logistics, administration, travel, compliance, and daily operations is executed with exceptional professionalism and precision. This individual creates the operational foundation that allows players and staff to focus entirely on performance. The role ensures that every operational detail reflects the standards of a championship organization.

Responsibilities

• Team Operations & Daily Administration
  • Lead all day-to-day soccer operations logistics for the First Team
  • Coordinate daily schedules, training activities, meetings, and operational calendars
  • Ensure facilities, equipment, meeting spaces, and training environments are fully prepared
  • Manage team communications regarding schedules, travel logistics, and operational updates
  • Maintain detailed operational calendars and planning documents
  • Develop operational processes that improve efficiency and consistency
  • Anticipate operational needs and proactively solve problems before they impact the team
• Travel & Logistics
  • Plan and execute all team travel for preseason, regular season, playoffs, and other competitions
  • Coordinate flights, hotels, buses, meals, training facilities, and ground transportation
  • Manage travel itineraries for players, staff, and club personnel
  • Coordinate travel documentation and league requirements
  • Ensure all travel aligns with club budgets and organizational standards
  • Serve as the primary operational contact during team travel
  • Prepare contingency plans for unexpected travel disruptions
• Match Operations
  • Coordinate all operational aspects of home and away matches
  • Serve as primary liaison with opposing clubs regarding match logistics
  • Coordinate arrival schedules, locker room operations, credentialing, and matchday timelines
  • Ensure league operational requirements are fully satisfied
  • Support technical staff with all matchday operational needs
  • Assist in implementing matchday procedures that create consistency and professionalism
• League Administration & Compliance
  • Ensure compliance with MLS NEXT Pro operational policies and league regulations
  • Manage roster administration and league documentation
  • Coordinate player registrations, transfers, loans, and required league paperwork
  • Maintain accurate records related to player eligibility and competition requirements
  • Serve as the club’s operational liaison with MLS NEXT Pro
  • Monitor league communications and implement operational updates
• Player Services & Onboarding
  • Coordinate onboarding for new players and technical staff
  • Assist with housing coordination and player relocation
  • Support visa and immigration processes in partnership with club leadership
  • Coordinate player equipment, credentials, and club-issued materials
  • Help create a professional environment where players can focus on performance
  • Support player well-being through exceptional operational service
  • Support the professional growth of assistant coaches and technical staff members
  • Create a unified leadership team aligned around common objectives
• Equipment & Training Operations
  • Coordinate operational support for training sessions
  • Manage relationships with equipment staff and vendors
  • Ensure all required training equipment and supplies are available
  • Coordinate facility setup for training, recovery, meetings, and team activities
  • Support inventory management for soccer operations
• Communication & Cross-Department Collaboration
  • Serve as the operational communication hub between soccer operations and club departments
  • Coordinate information flow between technical staff, medical staff, business operations, and league personnel
  • Build collaborative relationships throughout the organization
  • Ensure operational alignment across all soccer activities
  • Maintain clear, timely, and professional communication with internal and external stakeholders
• Operational Excellence & Continuous Improvement
  • Build scalable systems capable of supporting club growth
  • Evaluate operational workflows and identify opportunities for improvement
  • Develop standardized procedures that promote consistency
  • Maintain detailed operational documentation
  • Contribute to creating a culture where preparation eliminates distractions

Requirements

• Bachelor’s degree or equivalent professional experience
• Experience in professional, collegiate, or elite-level sports operations
• Exceptional organizational and project management skills
• Demonstrated ability to manage multiple priorities simultaneously
• Outstanding communication and interpersonal skills
• Strong attention to detail and commitment to operational excellence
• Experience coordinating travel and complex logistics
• Ability to work effectively in a high-pressure, fast-paced environment
• High level of professionalism, discretion, and confidentiality
• Strong proficiency with Microsoft Office, Google Workspace, scheduling platforms, and operational software
• Legally eligible to work in the United States
• Ability to travel extensively with the team
• Must pass pre-employment screens

Preferred Qualifications

• Experience within MLS, MLS NEXT Pro, USL, NCAA Division I, or comparable professional environments
• Previous experience as a Team Administrator or Team Operations Manager
• Experience working with league compliance and roster management
• Experience supporting high-performance environments
• Knowledge of international travel and immigration processes
• Experience helping launch or build a new sports organization