Athlete Services Coordinator

About The IRONMAN Group

The IRONMAN Group is committed to motivating individuals to unlock their highest potential through sport and challenge their limits to become the ultimate expression of human achievement. Our vision, BE ICONIC, focuses on building beloved brands, producing inspiring events worldwide, and fostering engaged communities that positively impact lives. Each year, we strive to empower over a million athletes to cross finish lines and to inspire one billion people globally by showcasing the strength of the human spirit.

Joining our team means becoming part of a high-performance culture that embraces innovation, uplifts communities, and celebrates every accomplishment. This role offers a unique opportunity to contribute to a global movement, lead with passion, and create lasting memories for athletes around the world.

Role Overview

The Athlete Services Coordinator, based in Tampa, Florida, is responsible for supporting various aspects of the athlete experience, including managing side events, setting up online registrations, handling athlete inquiries, updating websites, coordinating bib allocations, overseeing athlete communications, managing the warehouse, and shipping logistics post-event. This position collaborates closely with Athlete Services, Race Directors, Operations, and Marketing teams to ensure seamless and positive experiences for all athletes.

Primary Responsibilities

• Configure online registration platforms such as Active, coordinating with Operations, Marketing, and Communications teams.
• Manage complimentary and discounted event entries in collaboration with Partnerships.
• Respond promptly to athlete emails and phone inquiries, ensuring all communications are addressed within two business days.
• Assist in maintaining consistent and updated content on websites and social media platforms, supporting PR and marketing efforts by responding to social media messages when needed.
• Oversee inventory of non-retail items and printed materials; organize and execute packet stuffing and athlete check-in support.
• Perform various race-day operational tasks as required; assist with award ceremonies and slot allocations.
• Coordinate shipping processes for registration materials, lost and found items, and other event-related shipments, resolving any shipping issues.
• Manage post-race shipping and warehouse organization; oversee pre-race dispatch of materials.
• Coordinate print orders for non-retail items with required managerial approvals.
• Support team email inboxes during event weeks and employee absences; this primarily is a non-travel role but may require occasional travel to events.
• Utilize internal software platforms including Njuko/TicketSocket, D365, CRM, Microsoft Office, Office 365, and ReQlogic to support various operational functions.

Workplace Culture

• Foster a respectful, professional, and collaborative team environment by exhibiting accountability and open communication.
• Adopt the BE ICONIC mindset by prioritizing the athlete perspective, taking ownership of tasks, and delivering outstanding experiences.
• Maintain adaptability and a mindset geared towards continual process improvements based on learnings from each event.
• Represent the organization’s culture positively both onsite and offsite, understanding the impact of individual behaviors on athletes, volunteers, and team members.

Qualifications and Experience

• Preferred bachelor's degree or vocational qualification in administration, business, sports management, endurance sports, or event management.
• Prior internships or relevant experience in sports events, event operations, or customer service preferred.
• Experience supporting projects and working collaboratively with volunteer teams.
• Strong communication, organizational, interpersonal, and problem-solving skills; ability to remain composed under pressure.
• Proficiency with Microsoft Office applications.
• Capability to travel and work during weekends at sporting events.
• Additional language skills in Spanish and/or French are advantageous.

Physical and Operational Requirements

• Ability to lift, transport, and set up materials and equipment weighing up to 20 pounds.
• Capable of performing manual duties involving bending, stooping, twisting, and reaching during event preparations and execution.
• Endurance to stand and move around during extended event days, often outdoors and on uneven terrain.
• Ability to work in diverse environments, including indoor/outdoor settings and varying weather.
• Skill in using or assisting with basic event equipment and tools.
• Willingness to work long event days and travel as necessary for onsite event support.

Equal Opportunity and Additional Information

The IRONMAN Group is an equal opportunity employer, welcoming applications from all qualified candidates regardless of protected status. We provide necessary accommodations throughout the hiring process and employment in compliance with applicable laws. This job description offers a general overview of the role and may evolve over time to include additional duties and responsibilities.