Soccer Academy Operations Lead — Travel & Logistics

Vancouver-Whitecaps-Fc; Vancouver; On-site; CAD 70,000 - 110,000; Full time

Job summary

Vancouver Whitecaps FC is seeking an organized Manager, Academy Operations to provide operational and administrative leadership across the MLS Academy. This role ensures smooth delivery of team travel, match-day operations, scheduling, registration, and player services.

Reporting to the Director, Academy Operations, you will work closely with players, families, coaches, and staff to uphold high standards of service, compliance, and operational excellence.

Qualifications

• 3-5+ years of experience in sports operations, team administration, event operations, travel coordination, or a similar operational role.
• Strong organizational and project management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience coordinating travel, budgets, vendors, registrations, and logistics.
• Excellent communication and relationship-building skills, with the ability to work effectively with players, families, staff, vendors, and external organizations.
• Strong attention to detail and a high level of accountability when managing sensitive information, documentation, and compliance requirements.
• Ability to work flexible hours, including evenings, weekends, holidays, and travel with teams as required.
• Experience working in professional or youth sport is considered an asset.
• Knowledge of soccer operations, Canada Soccer, FIFA, MLS, or related governing bodies is considered an asset.

Responsibilities

• Lead day-to-day operational and administrative coordination for Academy teams and programs.
• Manage team calendars, schedules, field bookings, communications, tickets, accreditation, and program events.
• Coordinate with internal departments, external partners, leagues, and governing bodies to ensure operational requirements and deadlines are met.
• Support Academy initiatives, special projects, alumni programming, awards, community activities, and staff professional development.
• Lead all Academy team travel planning and logistics, including flights, accommodations, transportation, meals, insurance, itineraries, and on-site support.
• Develop and distribute detailed travel itineraries and operational plans to players, parents, and staff.
• Travel with teams as required and oversee on-site logistics, including airport and hotel coordination.
• Lead the operations team in delivering club and league match-day standards.
• Coordinate visiting team logistics, including training facilities and match-day requirements.
• Serve as a primary contact for players and parents on non-technical matters, providing timely and effective support.
• Coordinate player transportation, meals, events, and individual logistical needs.
• Work with school and club staff to support player education, wellbeing, and student-athlete needs.
• Support the implementation of Safe Sport policies, player expectations, and Academy policies and procedures.
• Ensure players and parents understand and comply with applicable agreements, codes of conduct, policies, and procedures.
• Coordinate all Billet Program logistics, including player arrivals and departures, travel, communications, agreements, and host family administration.
• Support player relocation needs and manage associated expenses.
• Maintain strong communication with players, families, and host families throughout the season.
• Coordinate First Team ticket allocations for host families.
• Oversee player and staff registration with applicable leagues and governing bodies, including Canada Soccer Connect and FIFA TMS.
• Manage player onboarding, exits, releases, international transfer certificates, team and league movement, and related communications.
• Maintain accurate player records, including passports, visas, travel documentation, and historical databases.
• Coordinate player information requests related to National Team activities.
• Ensure staff meet background check, Safe Sport, and mandatory training requirements.
• Manage administrative systems and platforms to improve efficiency and record management.
• Support the development and management of annual operational and team travel budgets.
• Oversee travel-related financial administration, including per diems, purchase orders, vendor payments, expenses, and reconciliation.
• Manage departmental credit cards and ensure timely reconciliation and receipt submission in accordance with club policies.
• Track and manage Billet Program and player relocation expenses.
• Coordinate logistics for Academy trialists, including invitations, communications, travel, meals, per diems, itineraries, documentation, and internal coordination.
• Support scheduling and travel arrangements for approved scouting and talent identification activities.

Skills

Organizational skills

Project management

Communication

Attention to detail

Flexibility

Relationship-building

Travel coordination

Budget management

Scheduling

Tools

Canada Soccer Connect

FIFA TMS

Job description

Vancouver Whitecaps FC is seeking an organized Manager, Academy Operations to provide operational and administrative leadership across the MLS Academy. This role ensures smooth delivery of team travel, match-day operations, scheduling, registration, and player services.

Reporting to the Director, Academy Operations, you will work closely with players, families, coaches, and staff to uphold high standards of service, compliance, and operational excellence.