Facility Booking Coordinator (Full-Time)

Thunder Bay; Northwestern Ontario; On-site; CAD 42,000 - 62,000; Full time

Job summary

The City of Thunder Bay is seeking a Facility Booking Coordinator/Administration Clerk to manage bookings for sport facilities, fields and rooms. You will ensure fair distribution of time, guide staff on the booking system, and perform clerical and financial tasks.

You will liaise with user groups, process payments, handle inquiries, and maintain records and schedules. A secondary school diploma with accounting coursework and office experience is required.

Qualifications

• Minimum secondary school graduation and post secondary courses in introductory accounting or bookkeeping.
• One year of office experience or an equivalent combination of education and experience.
• Must have basic keyboarding, intermediate word processing and spreadsheet skills.

Responsibilities

• Accepts registrations for sport facility, field, and room rentals and distributes time per policy.
• Prepares and distributes rental contracts and verifies their return.
• Liaises with user groups, concession operators, City departments, and the general public about bookings, balances, arrears and complaints.
• Answers inquiries by phone, email and counter, and processes payments and receipts.
• Updates websites and social media accounts and prepares financial reports.

Skills

Keyboarding

Word processing

Spreadsheets

Customer service

Communication skills

Initiative

Confidentiality

Education

Secondary school diploma

Accounting/bookkeeping courses

One year office experience or equivalent

Job description

POSITION SUMMARY: Under the general supervision of the Sport & Community Development Supervisor, key responsibilities include coordinating, maintaining, and participating in the booking of sport fields and facilities, including related rooms; ensuring usage time distribution adheres to the terms of the sport facility allocation policies; providing guidance to facility staff regarding the electronic booking system; and performing administrative, accounting and clerical functions related to the Section.

MAJOR RESPONSIBILITIES:

• Accepts registrations for sport facility, field, and room rentals from user groups; distributes time and space in accordance with policies; prepares seasonal activity schedules for sport facilities and enters schedules into the system.
• Prepares and distributes rental contracts and verifies their return.
• Redistributes returned and cancelled 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, email and counter inquiries; takes payments and issues receipts for rentals.
• Prepares advertising and sponsorship agreements and invoices.
• Updates website(s) and social media accounts.
• Verifies cash balance sheets and performs daily updates of current account balances.
• 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 general clerical duties, including but not limited to booking meeting rooms, catering orders, receiving and processing mail/mailouts, arranging courier services, scanning, faxing, ordering and maintaining forms and stationary supplies, maintaining files, records, contact lists, and keying memos and letters, proofreading, editing, and photocopying.
• Maintains inventories of office supplies, process requests for print orders and co-ordinates the delivery and set-up of equipment and office furniture with facilities.
• Receives, documents and maintains a record of inquiries and requests; maintains records and contact lists related to sport facilities user groups.
• Maintains and distributes tournament, special events, and daily events calendars; prepares and distributes cancellation notices to facility and concession operators.
• Prepares and maintains financial and statistical reports.
• Performs the duties of the Facility Booking Coordinator and Facility Booking & Administration Clerk during absences, breaks and high-volume periods 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 a basic skill level in keyboarding, intermediate skill level in word processing, and intermediate skill in spreadsheet software
• Ability to communicate effectively and concisely, both orally and in writing
• Must have good customer service and communication skills and be courteous and tactful in dealing with the public.
• Demonstrates strong initiative with the ability to independently prioritize and manage competing deadlines.
• Ability to exercise independent judgment when dealing with confidential or sensitive issues.
• Must be competent within the meaning of the Occupational Health & Safety Act.

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 Bay providesexceptional 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: