Operations Coordinator / PA

ABOUT US

Ealing Trailfinders is an ambitious and progressive, rugby union club based in West-London.

The men’s side compete in Champ Rugby, and the Women play in the JAECOO Premiership Women’s Rugby.

This is an opportunity to join Trailfinders during a very exciting period of the Club’s history.

THE ROLE

We are looking for an organised, proactive and reliable Operations Coordinator/PA to join our team at Ealing Trailfinders.

This is a varied, hands‑on role with a strong PA focus, working closely with managers to provide day‑to‑day support and coordinate meetings and actions.

A significant part of the role is managing player and staff accommodation, alongside involvement in a range of business and operational projects.

The role also includes coordinating suppliers and purchasing, processing invoices, and maintaining financial records and reports.

We are looking for someone who is proactive, takes initiative, works independently and can be relied upon to see tasks through from start to finish.

The role is full‑time and based at Ealing Trailfinders in West London, with flexibility around working hours for the right person.

A full UK driving licence is essential.

DUTIES & RESPONSIBILITIES

Responsible for supporting the smooth day‑to‑day running of the Club by coordinating accommodation, executive administration, and operational processes.

Working closely with the Managing Director and senior leaders, the role ensures high standards of organisation, efficiency and service across all areas of the Club.

• Personal Assistant
• Provide administrative support to the Managing Director and senior management.
• Coordinate meetings, agendas, reports and operational documentation.
• Monitor actions, deadlines and projects to ensure timely delivery.
• Support the Managing Director and department heads with operational projects and initiatives.
• Accommodation Co-ordinator
• Manage Club accommodation, including tenancy agreements, occupancy records and property administration.
• Coordinate player arrivals, departures and key handovers.
• Act as the main point of contact for accommodation queries.
• Arrange property inspections, maintenance, cleaning and contractor services.
• Maintain accurate accommodation records and inventories.
• Operations & Compliance
• Maintain accurate operational databases, records and spreadsheets.
• Produce reports and management information to support decision‑making.
• Coordinate surveys, feedback and continuous improvement initiatives.
• Identify opportunities to improve efficiency and streamline processes.
• Procurement & Financial Administration
• Source competitive quotations and manage purchasing processes.
• Maintain supplier and purchasing records.
• Other
• Be a strong, consistent example of all the Club’s values and vision.
• Promote, maintain and uphold the standards within the Club.
• Any other reasonable requests.
• PERSONAL SPECIFICATION

Essential

• Excellent organisational and administrative skills.
• Strong communication and interpersonal abilities.
• Ability to manage multiple priorities and work independently.
• High attention to detail and professionalism.
• Proficient in Microsoft Office, particularly Excel and Word.
• Able to handle confidential information with discretion.
• Full UK driving licence

Desirable

• Experience in operations, administration or professional sport.
• Experience managing accommodation, facilities or suppliers.
• Experience supporting senior executives.
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