Administrative Coordinator

Town of Oakville; Oakville; On-site; CAD 45,000 - 65,000; Full time

Job summary

The Town of Oakville is seeking a dynamic individual for a Permanent Full-Time role that encompasses various responsibilities, including facility permitting, revenue processing, and exceptional customer service. This role requires both strong organizational skills and a proficiency in relevant software, ensuring efficient operations within the community centre. The ideal candidate will have a background in both accounting and administration, enhancing the community's service delivery.

Qualifications

• At least one year of previous experience performing similar functions.
• Ability to work with high volumes of work amid interruptions.
• Satisfactory criminal record and vulnerable sector screening check required.

Responsibilities

• Assists with facility permitting and processing memberships.
• Scheduling and training front desk staff.
• Providing excellent customer service to all customers.

Skills

Customer Service

Communication

Analytical Skills

Organizational Skills

Resourcefulness

Education

Secondary school education

Supplemental courses in accounting and/or administration

Tools

Excel

Word

Xplor Recreation

J.D. Edwards Financials

Job description

Job Details

Permanent Full-Time (CUPE 1329) Posting Status:

Open to all current Town of Oakville employees and external applicants Closing Date:

Applications for this position must be received at by no later than 11:59pm on July 22, 2025. Job Responsibilities:

• Assists with the facility permitting system for the facility
• Processing memberships and pay as you go utilizing the P.O.S. and Xplor Recreation systems
• Consolidating and reconciling revenues on a daily basis
• Scheduling and training Front Desk staff
• Inventories and orders community centre office supplies
• Ensuring all Permits are confirmed prior to booking dates, all associated requirements are met, and appropriate fees are collected
• Producing invoices, account statements, apply interest charges and follow up on delinquent accounts as needed
• Providing excellent customer service for all external and internal customers, either in person at the front counter or through phone
• Producing and distributing various user guides and information pamphlets as required
• Preparing and sending out correspondence as needed
• Preparing a variety of material including memos, letters, minutes, reports and manuals
• Carrying out monthly inventory reports; coordinating display boards
• Processing miscellaneous facility revenue as required
• Recommending policy and/or procedural changes to the Manager where appropriate
• Performing other related duties, as required, including special projects
  
  

Qualifications:

• Completion of Secondary school education with supplemental courses in accounting and/or administration, with at least one year of previous experience performing similar functions. An equivalent combination of education and experience may be considered.
• Proficiency in Excel and Word along with demonstrated analytical skills are essential. Working knowledge of Xplor Recreation and J.D. Edwards Financials is desirable.
• Excellent communication, interpersonal and customer service skills are critical.
• Must have the ability to organize and process high volumes of work, often with many interruptions and competing deadlines.
• Must also be resourceful and have the initiative to perform with little supervision.
• Please note that successful candidates, who are new hires and/or who have not performed in this position previously will be required to provide a satisfactory criminal record and vulnerable sector screening check dated within the last 30 days as a condition of employment.
  
  

DATED: July 15, 2025 This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for the interview is 75% We thank all applicants and advise that only those selected for an interview will be contacted.