Role: Administrative Operations Assistant
Priority Location: South Africa and Latin America
Working Hours: 8am - 5pm (Mon - Fri) EST (40 hours per week)
Salary Range: $1,700 - $2,000 USD per month & commission TBD (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)
Type of contract: Independent Contractor
Type of job: Remote
About The Company
The company is a leading U.S. youth sports organization focused on providing fun, safe, and convenient youth sports programs for families and communities.
This role will support one of the franchise groups led by the Area Developer, who operates eight franchises across Nashville, Orlando, and Denver.
As the organization has grown, administrative responsibilities across its markets have increased significantly. The existing team; particularly the Regional General Manager;is carrying a high volume of day-to-day operational work that limits the time available for higher-value strategic initiatives and improving the overall customer experience.
The organization is therefore looking for a dedicated Administrative Operations Assistant who can take ownership of recurring administrative processes, improve organization across the business, and become a reliable long-term member of the team.
About The Role
The Administrative Operations Assistant will provide full-time administrative and operational support across the organization's eight franchises, with an initial focus on the Nashville and Denver markets.
This is a hands-on role for someone who enjoys creating order, documenting processes, following through on details, and ensuring recurring operational tasks are completed accurately and on time.
Key areas of responsibility will include managing parent email communications, documenting processes and systems, assisting with employee and coach onboarding, tracking background-check compliance, and implementing tasks and workflows within Connecteam.
While the position will initially be primarily administrative and back-office focused, there may be occasional communication with coaches or candidates as part of recruitment and onboarding.
The ideal candidate is proactive, career-minded, highly organized, and comfortable taking ownership rather than waiting for constant direction.
Key Responsibilities
Administrative & Operational Support
- Provide day-to-day administrative support across eight franchise territories, prioritizing Nashville and Denver markets initially.
- Manage recurring administrative tasks, track action items, and maintain organized internal records and documentation.
- Relieve the Regional General Manager and team members of routine administrative workloads.
- Identify process improvements to streamline repetitive tasks and assist with evolving operational projects.
Email & Parent Communications
- Manage designated email inboxes, responding to routine parent inquiries professionally and promptly.
- Route complex or sensitive issues to the appropriate team members and track outstanding follow-ups.
- Ensure all written communications maintain a friendly, service-oriented tone.
Process & Systems Documentation
- Document existing operational workflows and draft clear, standardized operating procedures (SOPs).
- Organize and maintain internal documentation so procedures are easily accessible and regularly updated.
- Drive consistency across all franchise locations through clear, documented processes.
Onboarding & Compliance
- Facilitate administrative onboarding for new staff and coaches by collecting, tracking, and organizing paperwork.
- Manage background-check requirements and maintain accurate, up-to-date compliance records.
- Flag missing or expired credentials to ensure all personnel clear administrative requirements before starting work.
Task & Systems Management (Connecteam)
- Build, update, and track tasks and operational workflows within Connecteam.
- Maintain task visibility, update statuses, and follow up on outstanding action items to ensure team accountability.
Coach Recruitment Support
- Provide administrative assistance during coach hiring, including candidate tracking and occasional recruitment calls.
- Coordinate candidate documentation and transition selected hires smoothly into the onboarding pipeline.
Required
Qualifications & Skills:
- Previous experience in an Administrative Assistant, Operations Assistant, Virtual Assistant, Coordinator, or similar support role.
- Strong administrative and organizational capabilities.
- Excellent written and spoken English.
- Strong email communication and professional writing skills.
- Experience managing multiple recurring tasks, deadlines, and follow-ups.
- Comfortable documenting processes and creating clear step-by-step procedures.
- Strong attention to detail, particularly when handling compliance-related information.
- Comfortable learning and working within digital systems and task-management platforms.
- Able to work independently in a remote environment.
- Comfortable working full-time hours aligned with a U.S.-based team.
Nice-to-Have
- Previous experience supporting a multi-location or franchise-based organization.
- Experience with employee or contractor onboarding.
- Experience managing background checks or other compliance processes.
- Experience in youth sports, recreation, education, hospitality, or another customer-focused industry.
- Experience with Connecteam or similar workforce/task-management software.
- Previous experience supporting U.S.-based businesses remotely.
Key Attributes
The ideal candidate will be:
- Proactive: Looks ahead, identifies what needs to happen next, and takes action without waiting to be reminded.
- Highly Organized: Comfortable managing multiple workstreams across several locations simultaneously.
- Detail-Oriented: Understands that onboarding, compliance, and operational tasks require accuracy.
- Reliable: Consistently follows through on commitments and closes loops.
- Process-Minded: Enjoys documenting, organizing, and improving how work gets done.
- Career-Minded: Interested in becoming a long-term member of the organization rather than viewing the position as a short-term VA assignment.
- Communicative: Provides clear updates and raises issues before they become problems.
- Adaptable: Comfortable moving between email management, documentation, compliance, onboarding, and other operational responsibilities.