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Swim Club Operations Coordinator

Position Type: This is a 12-month contract with the potential for renewal or conversion to a permanent position based on performance.

Work Environment: Hybrid. Most work will be remote except for some in-person work hours to support swim meets and team events in the Pickering area. Candidate must have a qualified home office setup, including a suitable background, and be comfortable participating on video calls.

Reporting Structure: Will report to the President of the Pickering Swim Club.

Hours: Flexible and seasonal hours generally ranging from 15 to 25 hours per week (there may be periods where more or less hours are required but at no time will more than 40 hours per week be required). This role includes one week off at Christmas and approximately 6 weeks off during the summer.

Pay: Expected pay range is $23-$27 per hour. Pay will be commensurate with experience.

Overview

The “Operations Coordinator” is a vital, paid staff member who manages the administrative, operational, and event‑related functions of the Pickering Swim Club (the “Club”), a dedicated not‑for-profit organization.Working in close partnership with the Board of Directors – including the Meet Manager, Registrar, Team Manager and Treasurer - this role is the “engine room” of the Club, ensuring efficient registration processes, accurate meet preparation, and the seamless execution of all club activities.

The Ideal Candidate

We are looking for a highly organized and detail‑oriented individual who:

- Thrives in Dynamic Environments: You can pivot quickly between administrative tasks and the fast-paced logistics of swim meets.
- Is a Natural Problem Solver: You enjoy creating efficient systems for registration, records and communication.
- Values Community: You are passionate about contributing to the success and growth of youth sport programs in a family-focused environment.
- Is Tech-Savvy: You are comfortable working remotely and learning specialized sports management software.

Key Responsibilities

1. Administrative Support

- Provide day‑to‑day administrative and operational support to the Club’s Board of Directors.
- Monitor and respond to Club e-mail inquiries in a timely and professional manner.
- Prepare and distribute documents, communications, and information packages.
- Maintain Club records (e.g. coaching staff, group schedules, financials, facility bookings, etc.).
- Perform business administration activities (e.g. Ontario Business Registry management, Bingo Permit management and renewal, City of Pickering and Swim Ontario coordination and management,



Club member commitment point tracking and Club member credits).
- Bingo scheduling and coordination (in conjunction with Club volunteer)
- Assist with Human Resource needs (e.g. junior employee contracts, hours tracking, policies, etc.)

2. Meet Manager Support (Swim Meet Setup)

- Work closely with Club Meet Manager to support set-up, planning, and administration of hosted meets.
- Assist with preparing meet packages, timelines, event files, and communications for attending clubs.
- Support meet entry processing, verification of entries and communication with coaches and teams.
- Assist with meet management set-up (using Hy‑Tek Meet Manager or equivalent software).
- Coordinate volunteer sign‑ups, job descriptions, and event‑day logistics.
- Assist with preparing heat sheets, officials’ materials, signage, and check‑in lists.
- Provide support at meets (e.g. results distribution, posting updates, coordinating with officials, etc.).
- Participate in meet set-up and teardown (as necessary).

3. Registrar Support

- Assist the Club Registrar with all swimmer registration processes, including intake, data entry, roster updates, and document validation.
- Maintain accurate registration information in member management systems (e.g., Team Unify, Swim Canada and Swim Ontario platforms).
- Track registration status, waivers, registration requirements, and outstanding documentation.
- Support onboarding for new athletes and families by preparing registration materials and communicating key information.
- Assist with mid‑season updates such as transfers, withdrawals and group moves

4. Team Manager Support

- Support communication of schedules, planning and logistics for team events and activities, sign-up deadlines, and club updates.
- Assist with team apparel orders, team gear distribution, and inventory management.
- Liaise with coaches to ensure they have accurate and up‑to‑date information for events.
- Assist with the coordination of club social events, such as start-up swim, awards banquet and year-end event.

Qualifications

- Strong organizational and time‑management skills.
- Excellent written and verbal communication abilities.
- Proficiency with spreadsheets, email platforms, and basic database systems.




- Experience with swim‑club management systems (Team Unify, Active, Hy‑Tek) considered an asset.
- Experience with Swim Ontario & Officiating is considered an asset.
- Prior experience in administration, event coordination, or youth sports preferred.
- Ability to work occasional evenings and weekends, especially during meet weekends.
- Positive, collaborative, and adaptable mindset.

Requirements

- Vulnerable Sector Check (VSC): The successful candidate must provide a clear and current Police Vulnerable Sector Check as a condition of employment.
- Confidentiality & Data Privacy: The Operations Coordinator will have access to sensitive information, including minor athletes’ personal data, family contact details, and club financial records. It is a condition of employment that the Coordinator maintains strict confidentiality and adheres to the Club’s privacy policies and provincial/federal privacy legislation (e.g., PIPEDA).
- Completion of all required youth‑sport safety and background checks.
- Comfort working in a busy, community‑oriented environment.
- Must be able to stand for extended periods on a pool deck and occasionally lift equipment up to 30 lbs.

What We Offer

- Meaningful work supporting youth athletes and a community‑focused club.
- A collaborative, supportive team environment.
- Flexible scheduling aligned with the swim season, with typically fewer hours over the summer months (July-August).

Application Instructions

Interested candidates are invited to submit a resume and brief cover letter outlining their relevant experience and why they are a fit for the Pickering Swim Club.

Submit To: [email protected]

Subject Line: Application - Operations Coordinator

Deadline: Please submit your application by April 21st, 2026

Please note: This is an active, existing vacancy. We thank all applicants for their interest; however, only those selected for an interview will be contacted. The Pickering Swim Club does not use artificial intelligence to screen or select applicants.

Accessibility & Inclusion (AODA Statement)

The Pickering Swim Club is an equal opportunity employer committed to diversity and inclusion. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you require accommodation, please let us know when you are contacted for an interview, and we will work with you to meet your needs.

Pay: $23.00-$27.00 per hour

Expected hours: 15.0 – 25.0 per week

Work Location: Hybrid remote in Pickering, ON L1V 3Y7

Apply on Kit Job: kitjob.ca/job/2e999q

📌 Operations Coordinator (Pickering)
🏢 Pickering Swim Club
📍 Pickering