Position Title: Coordinator, Hockey Administration
Reports To: Director, Officiating and Player Safety
Workplace Type: Flexible Hybrid (requires 3 mandatory days per week in our Springfield, MA office, with the option to work remotely for the remaining 2 days)
Job Summary
The Coordinator, Hockey Administration provides comprehensive administrative and operational support to the Hockey Operations department, President & CEO, and Finance department. This role is responsible for coordinating executive administration, payroll support, departmental operations, event logistics, and a variety of League administrative functions to ensure the efficient day-to-day operation of the League office.
Job Responsibilities / General Functions
Hockey Administration & Operations:
-
Book on-ice officials’ air travel and approve hotel requests once officiating assignments are completed by the Director, Officiating and Player Safety.
-
Enforce the League’s maximum hotel rate and book cost-effective flights to maintain the budget.
-
Meet monthly with the Director, Finance and Administration to review officiating travel and expense budgets, making necessary adjustments to stay on budget for the season.
-
Manage travel logistics for on-ice officials, coordinating routine and emergency travel arrangements while resolving last-minute changes and travel disruptions.
-
Notify all member clubs of weekly officiating assignments including importing assignments into LeagueStat and ensuring all media kits are accurate on game days.
-
Distribute and collect executed on-ice officials’ contracts.
-
Manage all shipping and receiving operations for the Hockey Operations department, ensuring the timely distribution, receipt, and tracking of equipment and supplies.
-
Assist the Hockey Operations department in end-to-end logistics for the annual on-ice officials' training camp(s), including researching and securing transportation providers, sourcing event and social venues, managing hotel partnerships, rooming lists, banquet and catering orders, procuring equipment and supplies, coordinating vendor contracts, and ensuring seamless support for on-ice officials and staff throughout the event.
-
Maintain the following League materials:
-
Officiating and Hockey Operations databases and email distribution lists
-
AHL Travel Book
-
AHL Confidential Directory
-
Help prepare and distribute necessary materials to teams and General Managers at the start of each season including manuals, rule books, directories, and signage.
-
Complete other special projects as requested by the Vice President, Hockey Operations and the President & CEO.
Finance:
-
Administer on-ice officials’ expenses and payroll reports for bi-weekly submission to the Director, Finance and Administration.
-
Ensure all submitted expenses are authorized (e.g., accurate mileage data, luggage fees, gas, per diem, taxi expenses) to maintain compliance and budget control.
-
Process payroll by entering final hours, earnings, deductions, reimbursements, and other payroll-related data into the Paychex system, ensuring accuracy and timely submission.
-
Collect, review, and maintain League on-ice officials onboarding documentation including Form I-9, Form W-4, and other required tax and employment records, ensuring accuracy and compliance with federal, state, and AHL requirements.
-
Provide annual training and ongoing support to all on-ice officials regarding the League’s expenses and travel systems.
-
Manage invoice entries and record maintenance in QuickBooks.
-
Run basic accounting reports, including accounts payable and accounts receivable.
-
Assist in the collection of outstanding team and player fines.
-
Assist in data collection for workers’ compensation reporting.
-
Complete other special projects as requested by the Director, Finance and Administration.
Executive and Office Administration:
-
Provide comprehensive administrative support to the President & CEO, including calendar management, meeting coordination, travel arrangements, file organization, credit card and expense reconciliation, document preparation, and other executive support functions.
-
Coordinate executive office administrative and employee recognition activities, including tracking key dates and milestones, managing acknowledgments, coordinating gifts, and supporting executive office priorities.
-
Organize and plan monthly staff meetings.
-
Coordinate and manage AHL office staff travel on the League’s travel system for both individual travel needs and events.
-
Assist with general League shipping and receiving.
Preferred Education
Bachelor's degree preferred (or equivalent experience).
Required Work Experience
-
1-2 years of experience working in administration, finance, or payroll coordination, preferably in hockey or in the professional, collegiate, or minor league sports industry.
-
Demonstrated experience working with budgets and maintaining cost control.
Job Specific Knowledge, Skills, & Certifications
-
Prior experience with QuickBooks Online and Paychex, or a similar payroll system is preferred.
-
Prior experience with online expense management systems and systems integrations preferred.
-
Prior experience with corporate or business travel management systems preferred.
-
Computer savvy and proficient in MS Word and Excel.
-
Ability to deliver high-quality work and execute effectively under pressure and tight deadlines.
-
Strong written and verbal communication skills.
-
Meeting and event planning experience preferred.
-
Strong organizational and time management skills with the ability to manage multiple projects concurrently.
-
General knowledge of, and passion for, hockey and the American Hockey League.
-
Team-first attitude with a proven track record of collaborating well in a team environment.
Other Job-Related & Physical Requirements
-
Availability after hours and on weekends at limited times during the season.
-
Ability to travel 2-3 times per year.
-
Ability to spend extended periods sitting at a desk working on a computer screen.
-
Ability to occasionally lift up to 30 pounds and stand for prolonged periods when applicable.
In operation since 1936, the AHL serves as the top development league for all 32 National Hockey League teams. Nearly 90 percent of today’s NHL players are American Hockey League graduates, and more than 100 honored members of the Hockey Hall of Fame spent time in the AHL in their careers. Our focus is to provide development for players, coaches, officials, and employees throughout the League while creating an inclusive and exciting League in the sport of hockey. In our office, we operate with authenticity, passion, hard work, and a team-first mentality, and we believe each member of our league staff offers valuable contributions to help uphold our standard of excellence. We offer a competitive PTO plan and comprehensive benefits including health, dental, life insurance, 401(k), and a generous medical reimbursement program.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
