Facility Booking Coordinator - Full-Time

Thunder Bay; Northwestern Ontario; On-site; CAD 42,000 - 54,000; Full time

Job summary

The City of Thunder Bay is seeking an organized Administrative Clerk to support the Sport & Community Development Unit. The role handles registrations, bookings, contracts, invoicing, and daily financial tasks while assisting arena staff and the public.

Ideal candidates will have secondary education with accounting/bookkeeping courses and at least one year of office experience, plus strong keyboarding and MS Office skills. Equal opportunity employer with accommodations on request.

Qualifications

• Must be at an intermediate skill level in keyboarding, word processing, and spreadsheet software
• Ability to communicate effectively and concisely
• Ability to deal with the general public in a courteous and tactful manner

Responsibilities

• Accepts registrations for facility rentals and distributes ice time per policy.
• Prepares and distributes rental contracts and verifies their return.
• Liaises with user groups, concession operators, City departments, and general public regarding bookings, cancellations, account balances, arrears, and complaints.
• Answers telephone, fax machine, and counter inquiries; takes payments and issues receipts for ice and facility rentals.
• Verifies cash balance sheets and employee time details reports, making corrections as required.
• Verifies and applies payments to customer accounts from journal sheets in preparation of monthly invoicing; reconciles accounts and distributes customer invoices; follows up with user groups regarding non-payment of accounts.
• Performs daily updates of current account balances.
• Receives, documents, and maintains a record of inquiries and requests; maintains records and contact lists of facility user groups.
• Maintains and distributes tournament, special events, and daily events calendars; prepares and distributes public skating cancellation notices to arenas.
• Prepares and maintains financial and statistical reports.
• Receives, stamps, and distributes incoming mail.
• Orders, receives, and distributes forms and stationary supplies; maintains ticket inventory.
• Performs the duties of the Clerk Steno III/Receptionist during absences and breaks as needed.
• Performs such other related duties as may be assigned.

Skills

Keyboarding

Word processing

Spreadsheet software

Education

Secondary school graduation

Post secondary courses in introductory accounting or bookkeeping

One year of office experience

Equivalent combination of education and experience

Job description

POSITION SUMMARY: Under the general supervision of the Sport & Community Development Supervisor performs administrative, accounting, and clerical functions for the Section. Key responsibilities include coordinating, maintaining, and participating in the booking of facilities for the Unit; ensuring ice time distribution adheres to the terms of the Ice Allotment Policy; providing technical direction and guidance to arena staff regarding the “Class Booking System”; and performing all other administrative functions related to the Unit.

MAJOR RESPONSIBILITIES:

• Accepts registrations for facility rentals from user groups; distributes ice time in accordance with policy; prepares seasonal activity schedules for Divisional facilities and enters schedules into the system.
• Prepares and distributes rental contracts and verifies their return.
• Redistributes cancelled ice time to user groups.
• Liaises with user groups, concession operators, City departments, and general public regarding bookings, cancellations, account balances, arrears, and complaints.
• Answers telephone, fax machine, and counter inquiries; takes payments and issues receipts for ice and facility rentals.
• Verifies cash balance sheets and employee time details reports, making corrections as required.
• Verifies and applies payments to customer accounts from journal sheets in preparation of monthly invoicing; reconciles accounts and distributes customer invoices; follows up with user groups regarding non-payment of accounts.
• Performs daily updates of current account balances.
• Receives, documents, and maintains a record of inquiries and requests; maintains records and contact lists of facility user groups.
• Maintains and distributes tournament, special events, and daily events calendars; prepares and distributes public skating cancellation notices to arenas.
• Prepares and maintains financial and statistical reports.
• Receives, stamps, and distributes incoming mail.
• Orders, receives, and distributes forms and stationary supplies; maintains ticket inventory.
• Performs the duties of the Clerk Steno III/Receptionist during absences and breaks as needed.
• Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

• Minimum secondary school graduation; and
• Post secondary courses in introductory accounting or bookkeeping; and
• One year of office experience; or
• Equivalent combination of education and experience.

Skills/Abilities:

• Must be at an intermediate skill level in keyboarding, word processing, and spreadsheet software
• Ability to communicate effectively and concisely
• Ability to deal with the general public in a courteous and tactful manner

CONDITIONS OF EMPLOYMENT:

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression.Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant.If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY:Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: [phone]

The City of Thunder Bayprovidesexceptional quality of life to those wholive, work, and play in Thunder Bay–a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay isrich in people and resources, and connects Northwestern Ontario to the world. We value ourhigh quality of lifeand promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

Watch this video to learn more about our City at: