A Club Operations Manager,
Without the Full-Time Salary
We take care of the operational chaos — scheduling, emails, forms, and logistics — so you can focus on athletes, coaches, and growth.
We are a club director's secret weapon, not just a virtual assistant.
What You're Actually Getting
You're not buying admin tasks. You're buying time, sanity, and structure.
Time
Get hours back every week. Stop juggling calendars, emails, and forms. Focus on what actually grows your club.
Sanity
Reduce the mental load. Stop worrying about what you're forgetting. Sleep better knowing operations are handled.
Structure
Systems that scale. Processes that work. Documentation that actually helps. Build an operation that runs smoothly.
The Torchwood Ops Assistant Model
Less than the cost of 1 part-time staffer. More reliable than a virtual assistant who doesn't understand sports operations.
Scheduling & Communication
- • Manage practice and travel calendars
- • Send staff reminders
- • Update cancellations
- • Coordinate team communications
Registration & Rosters
- • Build and maintain registration forms
- • Manage PlayMetrics/TeamSnap data
- • Cross-check payments
- • Handle roster updates
Uniforms & Vendors
- • Coordinate with apparel suppliers
- • Track sizes and delivery
- • Manage vendor relationships
- • Handle inventory logistics
Travel Logistics
- • Compile hotel blocks
- • Manage tournament registrations
- • Confirm rosters
- • Coordinate team travel
Staff Support
- • Track certifications
- • Manage payroll hours
- • Handle onboarding checklists
- • Support HR operations
Director's Desk
- • Email triage and management
- • Calendar alignment
- • Reports and documentation
- • System maintenance
Website Management
- • Manage registrations and website updates
- • Support for SportsEngine, PlayMetrics, TeamSnap, and League Apps
- • Keep club information current and accurate
- • Handle platform-specific configurations
Project-Based Work
- • Need help with just one project?
- • Not ready for monthly assistance?
- • We offer one-off project support
- • Reach out to discuss your needs
Who You're Actually Working With
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I'm not a generic virtual assistant or a call center operator. I'm Mac—the founder who built Meraki Volleyball from 2 teams to 15 teams, managed a 30-person staff, and led the club through acquisition by League One Volleyball. I've lived every challenge you're facing.
Built a Club from Scratch
Founded Meraki Volleyball in 2017 and scaled it from 25 athletes to 250+ athletes. Grew revenue from $42K to $250K+ while building sustainable operations systems that actually worked.
Operations That Scale
Built digital operations systems from the ground up—QuickBooks, CRM, scheduling tools, coach onboarding, and evaluation systems. I don't just execute—I build systems that scale.
10+ Years Coaching Experience
AVCA Thirty Under 30 Award winner with 10+ years of coaching experience, including college coaching. I understand the coaching side AND the operations side—giving me unique insight into what directors and coaches actually need.
You Work Directly With Me
No middlemen, no account managers, no handoffs. When you work with Torchwood Ops, you work directly with someone who's built what you're trying to build—and knows how to help you scale it.
BS in Kinesiology from University of New Hampshire • Professional Scrum Master • 8+ years building and scaling sports organizations
Ready to Get Your Time, Sanity, and Structure Back?
Stop drowning in admin. Start focusing on growth. Let's talk about how Torchwood Ops can transform your club's operations.
No commitment required. Just a conversation about your needs.