Job Description

Position Summary

The Ice Allocator is responsible for the effective acquisition, scheduling, and management of ice for Lethbridge Minor Hockey Association. This role ensures all LMHA divisions, teams, leagues, programs, and events receive appropriate ice allocations in alignment with LMHA policies, seasonal requirements, and facility availability. This role offers the opportunity to assume additional responsibilities as proficiency is demonstrated.

The Ice Allocator maintains strong working relationships with facility partners, leagues, LMHA leadership, division directors, coaches, and City of Lethbridge.

This position requires exceptional communication, organization, problem-solving, and the ability to manage high volumes of scheduling requests and email communication throughout the season. Ideally the person applying for position has knowledge of hockey but not permitted.

Key Responsibilities

1. Ice Contract Management & Procurement

Lead communication with City of Lethbridge regarding ice availability, procurement, contract terms, and scheduling needs. Negotiate ice contracts, rates, and seasonal requirements in collaboration with LMHA leadership. Identify "no-ice dates," exclusions, maintenance closures, holidays and coordinate replacement ice as needed. Review and verify facility invoices to ensure accuracy. Represent LMHA at municipal or regional user-group or ice allocation meetings. Maintain positive and productive relationships with arena management and staff.

2. Ice Allocation & Scheduling

Create, manage, and maintain the LMHA master ice schedule for all divisions and programs. Assign practice ice, game ice, evaluation ice, and development program ice at the start of each season and as changes arise. Administer mid-season reallocation of home game ice to leagues (including tiering, regular season, and playoffs). Proactively identify scheduling conflicts, overlaps, or errors and resolve them efficiently. Manage day-to-day ice changes, trades, returns, and emergent needs. Provide timely and accurate schedule updates to coaches, managers, division directors, officials, and other stakeholders. Ability to update association website

3. League & Game Coordination

Work collaboratively with leagues (e.g., CAHL, Hockey Alberta, AFHL, AEHL, RMFHL) to supply required home game ice. Review and approve league schedules to ensure alignment with available ice. Act as the first point of contact for scheduling or facility-related concerns raised by leagues, referees, or LMHA teams. Facilitate game rescheduling requests, including playoffs and provincials. Attend league or scheduling meetings as required.

4. Program Support

Determine ice requirements and develop schedules for LMHA programs including: U7 through U18 divisions. Competitive, recreational, and introductory programming. Evaluations and tryouts. Goalie development, skills programs, power skating and special clinics. Coordinate ice for LMHA tournaments, special events, and hosted playoff rounds. Manage ice requirements for seasonal or off-season LMHA clinics, development, and evaluation camps.

5. Ice Tracking, Trading, & Communication

Develop and maintain an ice tracking system to ensure LMHA always knows who is on the ice and when (avoid double-bookings and unused ice). Manage LMHA's internal process for selling, reassigning, or trading unused ice within the association. Monitor no-show or unused ice reports and follow up as required. Serve as a primary contact for facility-related conduct concerns involving LMHA teams or coaches. Provide clear, timely communication to all stakeholders.

6. Administration, Reporting & Financial Coordination

Track all rented, purchased, and allocated ice for operational and budgeting purposes. Generate reports, summaries, and recommendations for LMHA leadership regarding season planning and future ice needs. Invoice teams or programs for additional ice purchases or rentals, as required. Support the annual budgeting process by forecasting ice needs and recommending adjustments. Attend LMHA Board, Operations, or annual meetings when required to provide updates on ice management.

Skills & Qualifications

Strong communication and customer service skills. Highly organized with excellent attention to detail. Ability to manage high volumes of email and scheduling requests. Proficiency with spreadsheets, scheduling tools, and online software. Ability to work independently while balancing multiple priorities. Experience in minor hockey operations, scheduling, or facility coordination (asset). Ability to build strong working relationships with multiple stakeholder groups.

Annual Workflow (General Overview)

Spring

Meet with facility partners to review past season and discuss future needs. Work with Executive Director to determine next season's ice requirements and budget.

Late Spring / Early Summer

Build evaluation and divisional schedules. Establish master ice schedule and begin allocation to competitive teams. Review and confirm ice contracts.

Fall

Assign practice ice to all teams. Communicate initial schedules and manage early-season conflicts. Supply home game ice to leagues. Finalize scheduling for tournaments and LMHA events.

Winter

Manage ongoing game adjustments, playoff schedules, and facility changes. Support mid-season budget review. Prepare season-end reports and recommendations.
Job Type: Part-time

Pay: From $25.00 per hour

Expected hours: No more than 20 per week

Work Location: Hybrid remote in Lethbridge, AB