Admin and Operations Assistant (Sports Ministry)

Principal purpose of the job

This role handles execution, coordination, documentation, systems, and logistics

Main duties and responsibilities

A. Sportship Program Execution & Admin

Day-to-day program and admin coordination

Registration and attendance portal management

Encoding and database updates

Attendance tracking

Preparing progress reports (for review by Sportship Coordinator)

Scheduling meetings

Preparing agendas and minutes

Coordinating venues and logistics

B. Sports Camp Full Admin Handling

Processing actual expenditure requests

Cash advance preparation and liquidation documentation

Procurement requests

Supplier coordination:

o Bus

o Venue

o Merchandise

o Equipment

Coordination with support services for:

o Promotions

o Marketing collaterals

o Announcements

Managing admin volunteers

Conducting admin volunteer orientations (Content for review by Sportship

Coordinator)

C. Finance & Cash Handling (for review by Sportship Coordinator)

Petty cash handling

Cash disbursements

Collection of receiptsJob Description

Liquidation preparation

Budget tracking sheets

Expense monitoring reports

D. Other Sports Events Full Operations

Event registration setup and management

Participant and volunteer coordination

Logistics preparation

Inventory tracking and ordering

Newsletter drafting and distribution

Post-event report drafting

Documentation and filing

E. Documentation & Systems

File organization

Inventory records

Supplier databases

Program documentation

Forms and templates maintenance

Preferred work schedule:

Monday-Friday (10am to 8pm) - Reason: Required Administrative support during

Sportship:

o Schedule of Sportship:

5:30pm to 9:30pm - Mondays to Fridays (Weeknight Sportship)

1:30pm to 4:30pm- Saturdays (Youth Sportship)

5:30pm to 9:30pm Saturdays (Singles Sportship)

Church Membership

D-group member

Education & Experience

College Graduate

At least 12 years of experience in administrative, operations, or program support

roles (experience in church, non-profit, or sports programs is an advantage)

Strong organizational and time-management skills with attention to detail

Ability to manage schedules, registrations, records, and basic reports accurately

Good written and verbal communication skills

Proficient in basic computer applications (MS Office, Google Workspace,

spreadsheets, email, and online forms)

Capable of coordinating with multiple stakeholders (staff, volunteers, coaches,

participants, parents, and suppliers)

Basic knowledge of budgeting, expense tracking, and documentation is an advantage

Able to work both independently and as part of a team

Flexible and willing to support weekend or event-based activities when needed