Part-time Facilities Booking Administrator - 0.5 FTE

Simplication; Red Deer; On-site; CAD 20,000 - 30,000; Part time

Job summary

Montfort Centre in Red Deer, AB, is seeking a Part-time Facilities Booking Administrator (0.5 FTE) to manage bookings for its 21 schools and designated facilities. The role serves as the central contact for internal and external groups and ensures bookings are processed accurately and in line with policies.

The successful candidate will coordinate scheduling, invoicing and access, working with administrators, staff and finance to ensure safe, compliant and well‑documented facility use.

Qualifications

• High School Diploma or equivalent.
• Experience in administrative scheduling and records management.
• Strong organizational and customer service skills.

Responsibilities

• Administer facility bookings across the Division's 21 schools and facilities.
• Process booking requests, changes, cancellations and recurring bookings.
• Coordinate facility availability, access and setup with staff.
• Ensure bookings align with policies, procedures and deadlines.
• Provide timely and professional communication with clients and schools.

Skills

Administrative scheduling

Customer service

Time management

Communication

Education

High School Diploma

Tools

Google

Job description

Part-time Facilities Booking Administrator - 0.5 FTE

Montfort Centre

Red Deer, AB

Please note that this opportunity is open to all applicants (internally and externally).

Position Summary

The Facilities Booking Administrator is responsible for the efficient, accurate and customer-focused administration of facility bookings across the Division's 21 schools and other designated facilities. The position serves as a central point of contact for internal and external groups seeking to use Division facilities and ensures that bookings are processed consistently, accurately and in accordance with Division policies, procedures, facility-use requirements and applicable legislation.

The Facilities Booking Administrator manages the booking process from initial inquiry through confirmation, facility access, invoicing and follow-up. The role requires strong organisational skills, attention to detail, sound judgement and the ability to balance the needs of schools, staff, community groups, rental clients and Division operations.

The position reports directly to the Supervisor of System Services, while working collaboratively with school administrators, custodial and facilities staff, Finance, Transportation, Information Technology and other Division departments to ensure that facility use is appropriately scheduled, documented, communicated and supported.

The Facilities Booking Administrator contributes to positive community relationships by providing timely, professional and consistent service while ensuring that Division facilities are used safely, responsibly and in alignment with established requirements.

Key Responsibilities

Facility Booking Administration

• Administer facility bookings across the Division's 21 schools and designated facilities.
• Process booking requests, changes, cancellations and recurring bookings, ensuring accurate scheduling and records.
• Coordinate facility availability, access, set-up and operational requirements with appropriate staff.
• Ensure bookings align with school operations, Division activities, policies and facility-use requirements.

School Host Liaison

• Coordinate and manage the hiring and booking of school hosts.
• Coordinate the orientation of school hosts at their designated school locations
• Obtain and review school host timesheets for accuracy to ensure accurate and timely payroll processing.

Client and School Communication

• Serve as the primary contact for facility booking inquiries and provide clear information regarding processes, fees and requirements.
• Liaise with schools, staff, community organisations and user groups to coordinate facility use.
• Communicate booking confirmations, changes, access arrangements and facility requirements in a timely and professional manner.

Documentation and Compliance

• Ensure required applications, agreements, insurance documentation and other records are complete and current.
• Maintain accurate and confidential booking records in accordance with Division procedures and privacy requirements.
• Apply facility‑use policies, procedures and requirements consistently and escal ...?
• Ensure facility rentals are in compliance with municipal Joint Use and Planning Agreements (JUPAs).

Operational Coordination

• Coordinate bookings with school calendars, custodial schedules, maintenance activities and other operational requirements.
• Identify and resolve scheduling or operational conflicts and coordinate changes resulting from closures, maintenance or other unforeseen circumstances.
• Coordinate facility access, cleaning, set-up and other requirements with appropriate staff.

Financial Administration

• Assume full responsibility for the invoicing lifecycle and revenue collection, including applying approved rental rates, fees, and deposits.
• Maintain complete accuracy across all financial and booking records while proactively following up on unpaid invoices.
• Serve as the primary operational link to the Finance team to resolve billing adjustments, discrepancies, and payment reconciliations.

Records and Reporting

• Maintain accurate booking, client and facility-use records.
• Prepare reports related to facility utilisation, bookings, cancellations and revenue as required.
• Identify trends, recurring issues and opportunities to improve facility booking processes.

Customer Service and Problem Resolution

• Provide responsive, professional and solution-focused service to internal and external facility users.
• Address routine booking concerns and scheduling conflicts and elevate matters requiring management or school-level decisions.
• Balance competing requests while maintaining consistent application of Division requirements.
• Investigate and respond to disputes concerning user groups.
• Investigate complaints from schools regarding user groups, make recommendations and take action to resolve the issue.
• Investigate reports of damage to schools by user groups and recover costs, where required.

Continuous Improvement

• Identify and recommend improvements to facility booking procedures, systems, forms and communication.
• Support the ongoing development and implementation of efficient, consistent and user-friendly booking processes.
• Participate in reviews or audits of facility booking practices and records.

Qualifications

• High School Graduate or equivalent

Knowledge, Skills, and Abilities

• Knowledge of administrative, scheduling and records-management practices.
• Understanding of customer service, confidentiality and privacy requirements.
• Strong organisational, scheduling and time-management skills.
• Strong communication, customer service and problem-solving skills.
• Proficiency with Google and the ability/willingness to learn relevant booking and financial systems.

Hours of Work

• Part‑time, 0