Sports Facility Office Manager

Job Title: Sports Facility Office Manager

Location: Sahlen’s Sports Park 7070 Seneca St. Elma, NY 14059

Organizations: Sahlen’s Sports Park and WNY Flash Academy

Employment Type: Full-Time

Reports To: General Manager

Salary: $50,000 – $65,000 per year

Benefits: Healthcare and 401(k)

Position Overview

Sahlen’s Sports Park and WNY Flash Academy are seeking a highly motivated and detail-oriented Business Office Manager to oversee office administration, financial operations, and human resources compliance.

The ideal candidate is a self-starter who can manage accounting records, financial reporting, accounts payable and receivable, payroll, inventory, and HR documentation while maintaining excellent customer service. This role also oversees daily office operations and supports facility management activities.

Key Responsibilities

Facility Operations

• Process incoming and outgoing mail and deliveries.
• Order office supplies and monitor inventory usage.
• Create and manage registrations for leagues, tournaments, camps, and programs.
• Maintain and update facility databases through accurate data entry.
• Monitor and schedule facility maintenance and required inspections.
• Maintain office equipment and machines.
• Manage and document facility injury reports.
• Ensure proper use and care of facility equipment.
• Identify and report safety hazards.
• Maintain Standard Operating Procedure (SOP) documentation.
• Serve as a First Response employee (AED, First Aid, CPR).
• Assist staff in other operational areas when needed.
• Attend scheduled staff meetings.

Human Resources

• Process onboarding documentation for all new employees.
• Administer employee payroll.
• Process workers’ compensation and disability claims when required.
• Maintain confidential employee records and correspondence.
• Ensure compliance with all state and federal HR regulations.
• Recommend updates to HR policies and documentation for both organizations.

Accounting & Financial Management

• Ensure accounts payable are processed accurately and on time.
• Develop payment schedules and payment plans when needed.
• Ensure that accounts receivable are collected promptly.
• Maintain accurate records of income and expenses.
• Manage rental contracts and payment history.
• Prepare financial reports weekly, monthly, annually, or upon request.
• Assist in preparing facility and program budgets.
• Maintain and balance cash drawers.
• Prepare and deliver bank deposits.
• Maintain sponsorship records.
• Provide required financial information to Sahlen Packing Company as scheduled.

Customer Service & Community Relations

• Maintain a positive attitude and collaborate effectively with all staff members.
• Answer phones and assist guests with registrations, payments, and inquiries.
• Build brand awareness of the facility within the regional sports community.
• Promote the facility through community engagement.
• Maintain relationships with returning customers and recruit new facility users.
• Operate and manage the facility phone system.

Skills & Attributes

• Strong leadership and team motivation skills
• Self-motivated with a drive for success
• Excellent verbal communication and interpersonal skills
• Strong organizational and time management abilities
• Positive attitude and strong work ethic
• Honest, trustworthy, and professional
• Excellent problem-solving and negotiation skills
• Ability to work collaboratively within a team environment
• Flexibility to work weekends and adjust to changing priorities
• Ability to multitask and perform under pressure
• Strong attention to detail and follow-through
• Ability to handle confidential information responsibly

Qualifications

• Accounting, Business Administration, or related background preferred
• College degree or equivalent work experience
• Minimum 2 years of management or supervisory experience, preferably in a recreational or sports facility environment

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person