Travel Operations Manager

Northeast Volleyball Club (NEVBC)
Travel Operations Manager

Position Summary

The Travel Operations Manager is responsible for overseeing all travel and lodging logistics for Northeast Volleyball Club's teams, coaches, and families. This role serves as the primary point of contact for tournament housing, coach travel, travel-related communication, and travel budget oversight, ensuring that all travel requirements are met while providing a positive and efficient experience for coaches and families.

The Travel Operations Manager serves as a trusted resource for families and coaches, helping navigate travel requirements while providing exceptional customer service and maintaining strong relationships with tournament housing partners, hotels, and event organizers.

The ideal candidate is highly organized, detail-oriented, proactive, and takes ownership of projects from start to finish. They are comfortable making decisions independently, anticipating issues before they arise, communicating frequently and clearly with their manager and Program Directors, and finding solutions with minimal oversight while managing multiple projects and deadlines in a fast-paced environment.

Key Responsibilities

Tournament Travel Management

• Oversee all aspects of travel planning and execution.
• Secure and manage hotel room blocks for parents and coordinate accommodations for coaches of over 35 NEVBC girls and boys club teams.
• Ensure compliance with stay-to-play requirements.
• Work with tournament housing companies, hotels, and event organizers to meet the club's travel needs.
• Support families by providing access to room blocks and ensuring that housing obligations are fulfilled.

Travel Website Management

• Maintain and consistently update and check the NEVBC Travel web page
• Ensure that tournament information, booking links, deadlines, travel instructions, and other resources remain accurate and up to date throughout the season.

Parent Communication & Support

• Serve as the primary resource for travel-related questions and communicate regularly with families regarding booking deadlines, room blocks, and travel updates.
• Provide timely support and solutions when travel-related issues arise.

Coach Travel Coordination

• Work closely with Program Directors to keep tournament schedules and coach attendance information up to date.
• Coordinate all coach travel arrangements across programs (over 35 teams), including hotel accommodations, flights, and other transportation when necessary.
• Assist with staffing logistics by tracking coaching assignments and ensuring appropriate travel accommodations are secured.

Budget & Financial Management

• Monitor travel budgets and track expenses.
• Process coach stipends and expense reimbursements.
• Identify opportunities to improve efficiency.
• At the conclusion of each season, provide travel and budget summaries to club leadership and contribute to planning for future seasons.

Administrative Responsibilities

• Maintain up to date travel records, contracts, confirmations, and other documentation.
• Assist in the development and implementation of travel policies and procedures that support the club's continued growth and operational success.

Qualifications

• Extremely strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines simultaneously.
• Proficiency with Google Workspace, Microsoft Office, and spreadsheet management.
• Strong attention to detail and problem-solving skills.
• Ability to work independently while collaborating with club leadership.
• Strong customer service skills and ability to work effectively with families, coaches, vendors, hotels, and tournament organizers.
• Ability to remain calm, responsive, and solution-oriented when managing last-minute travel changes or unexpected issues.
• Previous experience in event planning, travel coordination, hospitality, or sports management is preferred.

Communication & Availability Expectations

• Respond to emails and travel-related communications within 48 hours, with same-day responses preferred whenever possible during peak travel periods.
• Maintain a high level of professionalism and responsiveness when interacting with families, coaches, tournament organizers, hotels, and club leadership.
• Proactively communicate deadlines, updates, and potential issues before they become problems.
• Important: While the majority of work can be completed during flexible weekday hours, occasional evening and weekend availability is required to address urgent travel matters, including tournament check-in issues, hotel concerns, flight delays or cancellations, travel rebooking, housing compliance matters, and other time-sensitive situations that may arise during tournament weekends.

Time Commitment & Compensation

This is a year-round, fully remote, hourly position with flexible scheduling. Workload for this position fluctuates throughout the year based on the club's tournament and travel calendar. On average, the position requires approximately 10-15 hours per week, though actual hours may vary depending on the time of year and can go up to 20-25 hours during peak weeks.

Peak activity occurs between October and June, with increased workload during major booking periods, tournament scheduling windows, and travel-heavy portions of the season. Some weeks may require fewer hours, while others may require additional time to support travel demands and tournament schedules.

Compensation is based on actual hours worked. This position is not salaried and does not guarantee a fixed number of hours each week.

Success in This Role

Successful candidates will:

• Communicate proactively and professionally with directors, families, coaches, hotels, and tournament organizers.
• Anticipate potential travel issues before they impact teams.
• Maintain highly organized systems and records.
• Balance customer service with managing club and tournament travel policies and requirements.
• Remain calm and solution-oriented when unexpected issues arise.
• Take ownership of travel operations while collaborating closely with club leadership.

Reporting Structure

The Travel Operations Manager reports directly to the Club Director and works closely with Program Directors, coaches, tournament organizers, housing companies, hotels, and NEVBC families.

Impact on NEVBC

The Travel Operations Manager plays an important role in helping NEVBC athletes, families, and coaches have a positive travel experience throughout the season. By managing the countless details behind tournament travel, this position allows our teams to focus on what matters most: competing, developing, and representing Northeast Volleyball Club at the highest level.