Position: Operations and Development Coordinator

Reporting to the EO, the role will be primarily responsible for the efficient operation and running of Softball at West Beach. This includes overseeing the successful operations of the state office including, all West Beach based competitions and events, representative teams, social media and website, and Softball SA (SSA) general administration. In addition, the role will oversee the administration of the facility (including bookings), and support events and pathway programs.

Purpose of Role

Manage the general operations of the state office/facility;

Assist with the coordination of all events at the West Beach venue and support other events in SA;

Deliver strategic and operational support to Adelaide Club Competition (ACC) and Men’s/Boys competitions at West Beach, to grow Softball in South Australia;

Manage all state representative team activities;

Assist the EO;

Act as the conduit between SSA and the ACC;

Assist state-based programs, including pathways (Dragons); and

Provide overall administrative assistance for SSA.

Job Responsibilities

Logistics and Support

Coordinate and manage logistics for all State Teams, including travel, accommodation, uniforms, equipment, and scheduling.

Act as the primary operational contact for team managers, coaches, athletes, and families.

Planning and delivery of Softball SA off-field events.

Provide administrative support to Softball SA on-field events as required.

General Admin for SSA Office.

Coordinate and manage all facility bookings on behalf of Softball SA.

Support staff and volunteers of affiliated clubs and associations in administrative capacity.

Provide support to affiliated clubs and associations to facilitate membership growth.

Administration & Systems Management

Oversee administration systems, processes, databases, and organisational records to maintain accuracy, confidentiality, and compliance.

Ensure policies, procedures, and workflows are up to date and consistently applied across the organisation.

Prepare operational reports, documentation, and administrative briefs for the EO and Board as required.

Maintain effective communication channels across staff, volunteers, clubs, and external partners.

Manage the administration of ASA competitions to ensure high-quality and consistent competition experiences.

Provide support, training, and troubleshooting to affiliated clubs and associations for the Rev SPORT membership and registration system.

Manage the administration and optimisation of IT systems to ensure reliable, secure, and high-quality digital experiences across the organisation.

Financial Administration

Manage daily financial administration including invoicing, payments, reconciliations, and expense processing.

Support budgeting processes, financial tracking, and financial reporting to ensure transparency and accountability.

Work closely with the EO and external finance partners to ensure compliance with accounting standards and funding requirements.

Assist in the preparation of grant, sponsorship, and event financial acquittals.

Operational Support & Continuous Improvement

Support the EO in organisational planning, operational improvement initiatives, and implementation of strategic priorities.

Identify opportunities to enhance efficiency, improve service delivery, and strengthen administrative processes.

Assist with risk management processes, including WHS documentation, compliance checks, and operational audits.

Provide support to committees, working groups, and volunteers as relevant to operational functions.

Key Performance Indicators

As agreed with the EO and SSA Board

Key Skills and Attributes

Strong organisational and administrative skills with the ability to manage multiple tasks and deadlines.

Experience in finance administration, operational coordination, or similar roles.

High attention to detail and strong problem-solving abilities.

Excellent communication and customer service skills.

Ability to work independently and collaboratively in a fast-paced environment.

Competence with digital systems, software, and administrative platforms.