Club uniform coordinator

Company Description

The Footscray Hawks Basketball Club is a junior basketball organization based in Melbourne's western suburbs. With 60 teams from Under-8s to Under-18s, the club competes in the Saturday and Friday night competitions organised by the Westgate Basketball Association. The club welcomes players of all skill levels and actively seeks coaches and volunteers to join their community.

Overview

The Uniform Coordinator role is essential to ensuring all players receive their uniforms smoothly each season. This role can be held by one person or shared between two people, reporting to the Treasurer. The Treasurer provides support for budgeting, pricing, ordering, and ensuring stock levels are maintained.

While this role is unpaid, we deeply value and appreciate your contribution. To show our gratitude, we are pleased to offer an all-inclusive, free spot on a Footscray Hawks basketball team each season for your child or a nominated child. Your commitment will ensure our players, coaches, families, and members look great and stay united, all while your chosen player benefits from an exciting and supportive sporting environment.

Key Responsibilities

• Manage uniform sales and distribution for two seasons per year.
• Organise and run three uniform shops annually:
• Start of each season (RecWest Footscray)
• Awards ceremony shop
• Mid-season shop (if required)
• Between uniform shop events, process online orders and arrange pickup from a designated location (e.g., a front porch or similar).
• Receive and fill orders from the Wix system.
• Verify team numbers in PlayHQ to ensure there are no number conflicts.
• Communicate with members regarding size selection and expected wait times (4-6 weeks for custom orders).
• Label and set aside completed orders for pickup.
• Maintain organised stock either at home (e.g., garden shed) or in a club-arranged storage facility.

Communications & Customer Service

• Use the shared Uniform Coordinator email to respond to queries.
• Inform members about size charts, order deadlines, and pickup instructions.
• Manage expectations around wait times and provide updates on stock availability.
• Streamline communication to reduce unnecessary contact overhead.

Coordination with Club Officials

• Support from the Treasurer includes:
• Order and top up stock based on sales.
• Create pricing and conduct stocktakes in Wix.
• Update stock levels in Wix when new inventory arrives.
• Work with the Bookings Coordinator to schedule RecWest for uniform shop events.
• Work with the Communications Officer to promote uniform shop dates on social media.
• Organise a roster for committee members or helpers to assist at uniform shops.

Transport & Setup

• Pick up stock from suppliers or arrange transport.
• Transport stock to RecWest for uniform shops and to awards ceremonies.
• Store all or some stock on hand—club storage can be arranged if needed.

Uniform Shop Roles

During uniform shop events, there are three main roles:

• Uniform Coordinator – Receives member orders, finds items, and checks sizes.
• President or Committee Member – Looks up team numbers in PlayHQ.
• Treasurer – Takes payment.

Additional volunteers may assist in mirroring these roles.

Online Order Process

• Look up team details in PlayHQ.
• Find the uniform and label it.
• Set the order aside in a designated pickup area (e.g., porch box).
• Communicate pickup details with the purchaser.

Payment & Order System

• All orders must be processed through Wix.
• No cash payments—all payments must be made via phone tap or online credit card.
• No trying on uniforms outside of shop events to maintain efficiency.
• Order data is used to generate new orders from the supplier.

Key Skills & Attributes

• Strong organizational skills to manage orders and stock.
• Good communication skills to liaise with members and club officials.
• Attention to detail to prevent uniform number clashes.
• Ability to manage boundaries and reduce unnecessary member contact.
• Teamwork and leadership skills to coordinate volunteers.

Time Commitment

• Peak workload at the start of each season (approx. 4-6 weeks).
• Lower commitment between uniform shops, mainly fulfilling online orders and restocking.
• Approximately 3-5 hours per week during peak times, reducing significantly in quieter periods.

Support

• Full training and mentorship provided during the transition.
• Access to club storage if needed (coordinator is not required to store uniforms at home).