Facilities and Special Events Administrator

Municipal Buyers Guide; Ontario; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated individual to join their team in St. Catharines. This role involves liaising with various stakeholders to ensure optimal facility usage and customer satisfaction. You will be responsible for administrative tasks, event planning, and maintaining compliance with policies. If you are passionate about community engagement and enjoy working in a dynamic environment, this opportunity is perfect for you. Join us in making a lasting impact on the community while developing your skills in a supportive team setting.

Qualifications

• Strong administrative skills with attention to detail.
• Excellent communication skills for public interaction.

Responsibilities

• Liaise with staff and user groups for facility allocation.
• Prepare contracts and invoices ensuring accuracy.

Skills

Customer Service

Communication

Administrative Skills

Event Planning

Education

High School Diploma

Post-secondary Education in Recreation or Administration

Tools

Microsoft Office Suite

Facility Management Software

Job description

Join us to shape the future of St. Catharines!

About the City:

At the City of St. Catharines, we are committed to realizing the vision outlined inThe City of St. Catharines - Strategic Plan 2023 to 2027. Our goal is to cultivate a city that thrives on safety, innovation, sustainability, and caring, not just for today, but for generations to come. Join our team and be part of a meaningful journey to shape the future of our community, leaving a lasting impact that extends far beyond the present.

What You Will be Doing:

• Liaise with internal program staff and external facility user groups on a regular basis to determine current and future facility allocation requirements.
• Share information with the public about availability of facilities, types of services, etc., to ensure best time and appropriate venue is offered.
• Handle all inquiries and information from the public, in person, on the telephone or by e- mail in order to deliver a wide range of information on the City’s programs and facilities.
• Prepare and process all client contracts, invoices and related documentation ensuring accuracy of dates, times, locations and client information.
• Book tournaments and special events for Parks, Recreation and Culture Services and ensure the necessary requirements are met for these events.
• Responsible for administrative duties related to facility bookings including maintenance of files for all contract holders, receive payments and issue receipts, account receivables tracking and daily reconciliation for deposits, daily cash balance reports, facility usage reports monthly reporting,.
• Communicate with facility employees and other inter-departmental and Regional staff on upcoming rentals, special events and customer service issues.
• Ensure internal and external user groups are in compliance with divisional policies/agreements, including Allocation Policies and legislative requirements.
• Collect and review facility statistics related to usage, user groups and rental duration; providing initial analysis and benchmarking to Supervisor.
• Receive and document all complaints. Resolve issues in a timely manner. Refer any escalating situations to the Supervisor. Identify trends and opinions of the public and ensure appropriate persons are notified.
• Attend various community group meetings as required.
• Assist with marketing campaigns for recreation facilities.
• Work in a team and ensure the highest customer satisfaction.
• Perform other similar and related duties, as requested.

These responsibilities outline the principal functions of the position and serve as a guiding vision for the role's impact and contribution.