What are the responsibilities and job description for the Manager, Soccer Operations and Team Administrator position at Portland Timbers?
MAIN PURPOSE OF JOB
Under the general direction of the Assistant GM and the Director, Soccer Operations, the Manager, Soccer Operations and Team Administrator will be responsible for assisting with the execution of daily administrative, operational, and logistical tasks for the Portland Timbers. This role is responsible for assisting in all business aspects and relationships of the Portland Timbers, providing operational oversight to the MLS NEXT Pro administration and budgeting process. This position may involve regular domestic travel, international travel, and the ability to maintain a schedule in line with a sports team, including weekends and nights. This individual will help facilitate all day-to-day administration in the Soccer Operations Department under the supervision of the Director, Soccer Operations.
The Team Administrator will support the management and coordination of off-field responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES to include the following. Other duties may be assigned.
GENERIC DUTIES
GENERIC DUTIES
- Assist the Director in executing day-to-day administrative and operational tasks of the MLS program
- Provide regular support and guidance to the Timbers 2 Operations manager for all day-to-day operations.
- Assist with athlete relocation both in market and out of market for Portland Timbers.
- Develop and maintain a thorough understanding of relocation guidelines, compliance procedures, and league rules
- Manage the MLS calendar and Timbers Training Facility calendar—including training schedules, travel, and home games in coordination with the Director, Soccer Operations.
- Assist the Director in preparation and execution of MLS team logistics and scheduling for preseason, home games, and in-season travel
- Work closely with the MLS Next Pro and Academy soccer operations staff and assist when needed
- Assist with operations staff recruiting and interviews, ensuring compliance with MLS and DEI standards
- Support communication of player movement to MLS Team or MLS Next Pro and Academy based on the decisions made by the coaching staff
- Ensure all players and staff are compliant with MLS and HR requirements (SafeSport Training, MLS University courses)
- Collaborate and work cooperatively with MLS league staff, and US Soccer
· Support the Director with player registration and contract-related administrative tasks, as assigned
· Maintain good standing with MLS and USSF
- Maintain healthy working relationships with all club coaches and staff
- Be available for any special projects and special requests from the Assistant GM and Director, Soccer Operations.
- Establish and build strong professional relationships with a wide array of individuals within the industry.
- Assist in the logistical and administrative planning and execution of Portland Timbers Preseason
- Serve as one of the clubs regular FIFA TMS mangers
- Support all administrative, logistical and operational planning and execution for participation in additional competitions including Leagues Cup and U.S. Open Cup matches
SPECIFIC DUTIES
- Assist with day-to-day administration of the MLS program including:
o Provide operational and administrative support for MLS team activities
o Provide operational coverage for MLS Next Pro (MLSNP) when requested
o Roster administration and registrations
o Provide operational coverage for MLS Next Pro (MLSNP) when requested
o Roster administration and registrations
o Manage logistics related to league and exhibition matches
o Being available for all Timbers home and away matches
o Work with Player Care Manager & MLS HR and Finance department to onboard players to payroll and employee benefits
o Ensure all communications are thorough and timely to Timbers players and staff
o Assist with all immigration and Visa application process for international players
o Assist in maintaining and updating the Teamworks App platform
o Work with the Soccer operations staff to ensure streamlined operations and collaborative communications between all groups under the Timbers soccer programs.
- Assist with the preparation and execution of preseason, home games and in-season travel of the MLS team logistics and scheduling including but not limited to:
o Charter flights
o Hotel accommodations
o Ground transportation
o Training sessions and field acquisition
o Per diem & team meal coordination (during travel and non-travel)
o Support logistical relationships with travel vendors such as airports and hotels.
o Collect all player documents required by the club and league.
o Preseason planning and execution.
o Manage MLS schedule
o Support all team operations departments while traveling with the team: EQ, medical, coaching, administrative
o Organize financial reports for all team related expenses each trip and preseason
o Work with the commercial and operations departments on game operations requirements for the MLS home fixtures
o Assist with MLS away team requests during home matches, including arranging training locations and times, coordinating ticket requests for players and staff, and assisting with match day administration
- Assist with day-to-day administration for Soccer Ops department including:
o Be available for all Timbers home and away matches
o Ensuring no schedule conflicts occur at the Timbers training facility
o Scheduling with league on match location & times
o Maintaining professional relationship with US Soccer and leagues
o Leagues Cup and U.S. Open Cup Duties:
o Assist with administrative aspects of roster registration and documentation for Leagues Cup and U.S Open Cup competition
o Support logistical coordination and scheduling for Leagues Cup and U.S. Open Cup matches, including travel details, hotel bookings, ground transportation, and training session arrangements
o Provide operational support to ensure smooth execution of Leagues Cup and U.S. Open Cup home and away match logistics
o Assist with tracking and managing expenses and financial documentation related to Leagues Cup and U.S. Open Cup participation
o Support timely and accurate communication of Leagues Cup and U.S. Open Cup details to players, staff, and external stakeholders
o Provide logistical assistance to visiting teams and tournament officials during Leagues Cup and U.S. Open Cup matches held in Portland
- Player Support duties:
o Assist the Player Care Manager with player relocation into and out of the market
o Collaborate on immigration matters and provide support when requested
o Assist in arranging transportation for players to and from training
o Ensure completion of all required MLS University courses by players
o Provide administrative support in acquiring visas and ITCs for incoming players
o Distribute tickets and manage credential requests for MLS matches
o Assist with communication with International Players
- This job description is not intended to be all-inclusive, and employee will also perform other related business duties as assigned by their immediate supervisor and other management as required.
CUSTOMER FOCUS
- Assist with administrative aspects and execution of outward-facing programs and communications for the Timbers MLS, MLS Next Pro, and Academy programs as directed
- Interact with members of the public and soccer community in a positive and respectful way to protect and enhance the brand
- Attend events as needed to promote Timbers programs or serve as a club ambassador
PREFERRED SKILLS
- 3 years of Soccer Operations and administration experience in MLS
- Additional previous experience in other domestic leagues (USL/MLS Next Pro) or international leagues
- Proven history of working with players in a setting with multiple stakeholders
- Experience within a professional soccer team
- High level administrative experience within a professional team model
- Demonstrated organizational and administrative abilities to effectively support multiple tasks, events, and operational priorities
- Demonstrated ability to communicate effectively both orally and in writing
- Bilingual proficiency in English and Spanish
- Proficiency with Teamworks App software
- Proficiency in all Microsoft Office software
- Knowledge of and working experience with the leagues in which Timbers participate (MLS and USSF)
- Bachelor’s degree in Sports Management preferred
- Be able to work under pressure for long hours and weekends
- Display superb organizational skills with attention to detail
- Experience handling budgets and expense reports
- Flexibility to work on evenings, weekends, and holidays
- Be extremely diligent and meticulous
- Support the Timbers foundation and community initiatives
- Maintain back-up plans for all operations and equipment related issues
- Ability to build and maintain professional working relationships with players and staff
- Ongoing awareness and responsiveness to staff, players’ satisfaction
- Ability to think quickly and be attentive to details
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
