Administrative Operations & Community Relations Coordinator

Administrative Operations & Community Relations Coordinator

Prime Sports Institute | Prime Sports Community

Location: Bellingham, WA (Whatcom County) - this is not a remote position.

Compensation: From $22.00/hour (DOE) Premium Wellness Benefits

Hours: 3/4 Time (with strong, intentional trajectory to Full-Time)

About Prime Sports Institute

Prime Sports Institute is a sports medicine clinic in Bellingham, Washington. We are redefining the sports medicine and wellness landscape by bringing a collaborative, multidisciplinary team of top-tier practitioners under one roof. We provide an elevated, evidence-based care experience for athletes and active individuals. We believe a high-end experience shouldn't feel pretentious - it should feel welcoming, inspiring, and vibrant. We are highly collaborative, deeply passionate about our craft, and firmly believe that laughing hard is just as important as working hard.

About Prime Sports Community

Complementing our clinic operations is Prime Sports Community, a Social Purpose Corporation (SPC). Our purpose is to empower athletes of all levels to achieve peak performance and sustained well-being by providing accessible, high-quality athletic training, strength training, and therapeutic massage services. We are deeply committed to promoting physical health, injury prevention, and recovery services through access to holistic, evidence-based care—ensuring every athlete has the support they need to thrive, both on and off the field, through all stages of life in service to the community.

Our Values

Everything we do across both entities is guided by our four core values:

• EXCELLENCE: Delivering meticulous, high-level service in every interaction.
• QUALITY OF LIFE: Supporting the health and well-being of our clients, community, and our own team.
• GROWTH: Investing in continuous learning, evolving our systems, and growing together.
• COMMUNITY: Cultivating deep, authentic roots and partnerships locally in Whatcom County.

Role Description We are seeking a dynamic, solutions-oriented Administrative Operations & Community Relations Coordinator. This is not just a desk job; you are the heartbeat of our daily clinic operations and the face of our brand in the community.

You will act as the vital bridge between our founder, staff, and independent contractors, ensuring our high-end clinic runs seamlessly. Simultaneously, you will leverage your storytelling and relationship-building skills to nurture our community partnerships and elevate the presence of Prime Sports Institute and Prime Sports Community.

Key Responsibilities

🌟 Operational Excellence & Executive Support

• Clinic Flow & Scheduling: Masterfully manage scheduling (Mangomint) for all practitioners, anticipate day-to-day clinic needs, and ensure a warm, premium experience for every patient from arrival to checkout.
• Strategic Liaison: Act as the primary go-between and communication hub connecting the Clinic Owner, Athletic Trainers, Independent Contractors, and Clinic Aides.
• Executive Assistance: Partner directly with the owner to organize schedules, set up key meetings, and proactively anticipate upcoming operational and event needs.
• Financial & System Management: Maintain precise revenue spreadsheets for providers, coordinate smoothly with our bookkeeper, and continuously optimize our internal digital systems (Mangomint EMR, Square, Slack, Google Workspace).

🚀 Community Growth & Brand Engagement

• Partnership Amplification: Facilitate, nurture, and actively grow Prime’s relationships with local athletic organizations, businesses, and non-profits in Whatcom County.
• Digital Storytelling: Own and refresh our modern digital footprint—updating the Prime website, keeping the class calendar vibrant, and creating engaging content for our monthly newsletter, Instagram and Facebook pages.
• Ambassador of Culture: Act as an expert resource on Prime’s memberships, specials, and distinct services, seamlessly guiding prospective clients into the Prime ecosystem.

Who You Are

You are a high-fact-finder who loves details, but you also possess the creative spark to drive community engagement. You are looking for a long-term professional home where you can establish roots and grow alongside the business.

• The Ultimate Connector: You likely already have deep, established community roots in Whatcom County. You naturally build rapport, love networking, and might have a background or education in marketing, public relations, or the non-profit sector.
• Proactive & Intuitive: You don’t wait for instructions; you anticipate needs before they arise. You can look at a schedule or an upcoming event and know exactly what setup is required.
• Systems-Savvy & Detailed: You have high follow-through. Data accuracy excites you, and you are highly proficient with modern tech (Apple ecosystems, cloud spreadsheets, social media platforms).
• Grounded & Positive: You maintain a polished, professional appearance and a warm demeanor. You navigate fast-paced days with ease, treating challenges as puzzles to solve.

Qualifications

• Experience or formal education in Marketing, Communications, Public Relations, or Non-Profit development is highly preferred.
• Exceptional verbal and written communication skills with a natural gift for relationship-building.
• Previous experience in healthcare management or front-of-house operations is a plus, but an alignment with our values and a willingness to learn our systems (HIPAA compliance, EMR software) is key.
• Must be fully aligned with health and safety standards appropriate for a premier sports medicine facility.

Perks & Benefits

• Competitive Pay: Starting at $22/hr , scalable based on experience and your growth with the company.
• Unmatched Facility Access: Free use of our elite facility for strength training and cutting-edge injury prevention modalities.
• Prime Perks: Generous special rates for Prime services, classes, and exclusive community events.
• Industry Pro-Deals: Exclusive access to top-tier sports and outdoor brand discounts reserved only for the Prime team.

To Apply:

If you are ready to bring your organizational genius and community-building passion to a modern, forward-thinking team, we want to hear from you. 

Please submit your resume along with a brief cover letter sharing why you’re excited to grow with Prime Sports Institute to Kerry Gustafson,  kerry@primebellingham.com. 

Start Date: 

To be filled ASAP

Timeline: 

Rolling applications accepted; the position will remain open until this posting is removed.

Questions:

If you have any initial questions about the role, feel free to reach out to us at 360-922-3120.