Tennis Tournament Administrator
Job Description
Job Description
POSITION OVERVIEW
The Tournament Administrator is responsible for organizing and facilitating USTA and UTR tennis tournaments held at Manchester Athletic Club. The Administrator will secure courts, be “first contact” with inquiries, develop all tournament draws, staff each tournament, and effectively communicate with club personnel on any logistical challenges that may affect member experiences.
As a member of the MAC Tennis Staff, our Tournament Administrator plays an integral role in the overall success of our clubs and company. Reporting to the Executive Director, our Tournament Administrator ensures the department’s budgetary responsibilities are consistently exceeded and personally accepts responsibility for their contribution to the team, exceeding these goals every month. Our Tournament Administrator must be culturally aligned with The MAC teamwork environment, understand that their responsibilities extend beyond tennis, and continually work to improve that environment. As an integral part of the club’s team, you will have a positive impact on our club and the lives of others by:
· Always embodying the MAC Core Values.
· Being revenue & results driven.
· Self-reliant with a CAN-DO attitude.
· Always punctual, clear, and timely in any communication.
· Providing a memorable member experience by caring for, empathizing with, and connecting with all members.
· Always embodying an enthusiastic, friendly, humble, and positive demeanor.
· Being respectful and friendly to both clients and staff, and understanding the importance of a positive team approach to the workplace.
· Accepting responsibility for the satisfactory conclusion to all tennis-related member services problems where you are involved.
· Attend weekly tennis pro-staff meetings.
· Be involved with regular club tennis events to include Pro -Ams, Club Championship, USTA Tournaments, Monthly/ Weekly / Daily tennis socials and Drills, round robins etc
· Sincerely enjoying helping others improve their ability to play tennis in a family setting.
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PRIOR TO TOURNAMENT
- Recruit/promote to individuals to attend the tournament
- Complete all tournament sanctioning and pre-event reports
- Create invoicing and handle all collection processes for tournament entry fees
- Develop and implement effective communication processes to participants and families
- Serve as primary contact for registration, questions, event specific questions
- Correctly complete all paperwork pertaining to the tournament
- Ensure all courts are available and secured for the duration of the tournament
- Respond to all tournament inquiries in a timely manner
- Create logistic information packages for incoming families
· Local hotels
· Local restaurants
· Things to do
- Secure Athletic Trainers for the event if necessary
- Communicate with Café as to the number of expected participants, starting/ending times of each day, etc.
- Secure officials, refs, and umpires for the event
- Ensure all courts and playing areas are safe and functional
- Ensure all waivers are completed prior to the start of play
- Set up seating areas in both tennis venues
- Set up singles sticks for each court if needed
- Ensure courts are free of debris, balls, ball baskets, and pickle equipment prior to matches starting
- Ensure trophies are ordered and arrive prior to the event
- Communicate effectively with the pro shop regarding dates/times of tournament
- Ensure all safety precautions are in place prior to the start of the tournament
· The ice bucket is filled
· First aid kits stocked
- Make copies of tournament draws and post on website
- Communicate details for participants with regard to:
· Availability of practice courts
· Scoring format
· Rules regarding coaching/cheering/etc.
- Effectively market thru social media, direct mail, email, and through the use of tennis-related communication outlets
DURING A TOURNAMENT
- Ensure staffing is efficient yet sufficient
· All volunteers/paid staff are trained adequately
- Organize and facilitate all aspects of the tournament
- Maintain the integrity of the flow of the tournament by effectively moving matches as needed to keep in line with the schedule
- Correctly record all match play and results
- Manage all issues and resolve conflicts that arise
- Manage all tournament officials (umpires, refs, etc.)
- Apply all rules, policies, and guidelines in an unbiased manner
- Answer questions asked by the players and their families
POST TOURNAMENT RESPONSIBILITIES
- Present trophies to winners and finalists
- Ensure all questionnaires are completed by participants
- Ensure all paperwork is complete
- Ensure all reports are accurate and submitted in a timely manner
- Ensure courts are returned to the original state prior to the tournament
- Correctly reconcile any financial information pertaining to the tournament
QUALIFICATIONS:
- Event Management Experience
- General knowledge of USTA rules, scoring formats, seeding etc
- Safe Play Compliant
- Excellent communication skills
- Excellent organization skills
- Computer skills (M.S. Excel and Word knowledge and experience required)
- Good conflict resolution skills
- Strong customer service skills
- Ability to work in a team environment
- Ability to work with children, demonstrating patience, empathy, and understanding
- Ability to handle multiple tasks at one time
- Effective leadership skills
- Good communication skills, including verbal and written
- Positive and effective customer service skills
- Must be able to communicate professionally
- Strong organizational skills
- Must be able to effectively and respectfully work with adults and children
Preferred:
- Work history that involves creativity in a high-volume, tournament, camp or events setting
- Demonstrated ability to work in a fast-paced, stressful environment
- Meeting and presentation experience
- Good time management skills
Working Conditions / Special Physical Requirements:
- Stand or walk for long periods
- Routinely exposed to extreme hot/cold weather conditions
- Required to work a flexible schedule based on the needs of the business
COMPENSATION:
· $30 per hour when able to function independently as Tournament Administrator