Part-time Facility Booking Representative

Town of Ajax; Ajax; On-site; CAD 49,000 - 54,000; Part time

Benefits offered by this job

Health & Wellness Program

Fitness Centre Membership

OMERS pension

Job summary

The Town of Ajax Recreation & Culture department seeks a Part-time Facility Booking Representative to support the Facility Booking Office and staff in creating permits and contracts for Town indoor facilities. This role handles inquiries, payments, and booking documentation in line with policies.

Candidates should have a 2-year college diploma and at least 3 years of customer service experience, with strong organization and communication skills, and be able to work varied shifts including

Qualifications

• 2-year college diploma in recreation, event planning, sport administration, business administration, or equivalent.
• Minimum 3 years progressively responsible experience in the field.
• Front-line customer service experience, preferably in a municipal recreation centre.
• Proficient in Microsoft 365 (Word, Excel, Outlook) and cash handling with ability to balance cash and prepare financial reports.
• Excellent interpersonal, verbal, and written communication skills; ability to work evenings and weekends.

Responsibilities

• Provide courteous, prompt customer service to public and community organization contacts via phone, voicemail, and email.
• Assist with permit/contract creation for rental of Town indoor facilities, including fees, insurance, and booking packages.
• Handle payments, deposits, and daily cash balancing; prepare and reconcile reports.
• Maintain organized file systems and ensure data security and confidentiality.
• Offer alternative booking options and research solutions to resolve inquiries.

Skills

Front-line customer service

Cash handling

Time management

Communication skills

Shift flexibility

Microsoft 365

Education

2-year College Diploma in Recreation Leadership / Event Planning / Sport Administration

Tools

ActiveNet

Job description

Department Recreation & Culture Job Type Regular Number of Positions 1 Affiliation Non-Union Compensation Range $35.90 - $39.02

Job Summary

Reporting to the Supervisor, Recreation Business Services and Facility Booking, the Part-time Facility Booking Representative provides support to the Facility Booking Office and staff. This position is responsible for providing knowledge and expertise to liaise with customers and facilitate the creation of permits/contracts for the rental and use of Town indoor facilities (i.e., community rooms, halls, pavilions, gymnasiums, arena ice, arena floors, and pools), in compliance with section business processes and rental terms and conditions. Permit creation and completion includes informing on fees, insurance requirements, special occasion permit requirements, the collection, deposit, and reconciliation of payments, daily cash balancing reporting and procedures, the preparation and collection of booking packages (i.e., rental terms and conditions, set-up sheets, Municipal Alcohol Policy, if applicable, signed documentation) and all other administrative functions (i.e., permit amendments, cancellations) related to the booking of Town indoor facilities.

Job Duties Include

Provide courteous and prompt customer service to those public or community organization contacts, requesting rental information by responding to numerous phone calls, replying to voice mails and emails, daily. Provide exceptional level of service to customers, managing requests, concerns, issues, and complaints. Receive customer feedback, resolving complaints promptly, providing solutions, desired services, alternatives, when possible, prior to escalating to Supervisor. Responsible for providing knowledge and expertise to liaise with customers and facilitate the creation of permits/contracts for the rental and use of Town indoor facilities (i.e., community rooms, halls, pavilions, gymnasiums, arena ice, arena floors, and pools), in compliance with section business processes and rental terms and conditions. Permit creation and completion includes informing on fees, insurance requirements, special occasion permit requirements, the collection, deposit, and reconciliation of payments (i.e., follow-up on scheduled payments due), daily cash balancing reporting and procedures, the preparation and collection of booking packages (i.e., rental terms and conditions, set-up sheets, Municipal Alcohol Policy, if applicable, signed documentation) and all other administrative functions (i.e., permit amendments, cancellations) related to the booking of Town indoor facilities. Maintain organized and accessible file systems and other related administrative processes regarding facility bookings. Ensure security, integrity and confidentiality of data collected at in Facility Booking Office. Verify accuracy of transactions (i.e., permits), reports and required signed documentation by conducting quality checks. Research and offer alternative facility booking options to resolve customer request. Accountable for the safe handling and security of monies and valuable department assets (i.e., cash tray, organization cheque payments and credit card information).

Qualifications/Skills

Completion of a 2-year College Diploma within Recreation Leadership, Event Planning, Sport Administration, Business Administration, or a combination of training, education and experience deemed equivalent. Minimum 3 years progressively responsible experience in required field. Experience as a front-line customer service staff member, preferably in a municipal multi-use recreation centre environment. Proficient and experienced in retail and cash handling. Experience managing a cash drawer, pin pad, handling cash transactions, balancing cash and preparing end of shift financial reports and daily cash deposit reports. Proficient in Microsoft 365 (Word, Excel, Outlook), internet use and other related technologies. Superior organization, time management, planning and problem-solving skills. Excellent interpersonal, verbal, and written communication skills. Able to work a variety of shifts including evenings and weekends. Nice to Have Experience and knowledge of the ActiveNet recreation software, specifically the Facility Reservation module, POS, and Reporting is an asset. Knowledge of Town of Ajax facility booking rules, processes and rental terms and conditions is an asset.

What is Offered to Staff Compensation

We offer competitive pay that reflects the responsibilities of the position. Hours of Work: This is a non-union position that works up to 24 hours per week. The hours of work are various shifts Monday to Friday between 8:30 a.m. – 4:30 p.m. Some evening and weekend work may be required based on the needs of the business. Town Perks: The Town offers part-time staff access to an Employee & Family Service Program, Health & Wellness Program, Town of Ajax Fitness Centre Combo Membership and a defined benefit pension plan (OMERS pension - https://www.omers.com/).

Vacancy Statement

All job postings issued by the Town of Ajax are intended to fill existing vacant positions unless otherwise stated.

Equal Opportunity Employer

The Town of Ajax is committed to employment equity and building a workplace where all employees feel valued, respected and supported. We welcome applications from candidates of all backgrounds, especially those who have been historically excluded, including Black and Indigenous people, racialized communities, disabled persons, 2SLGBTQIA+ individuals, and others facing systemic inequities. If selected for an interview, you will be provided with an opportunity to indicate your access needs. We are committed to ensuring an accessible and respectful hiring process. If you would like to request content in an alternate format, please contact Human Resources by emailing [e-mail]. Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Artificial Intelligence (AI)

We utilize AI solely for the purpose of anonymizing the application process to help ensure fairness and equity. Please note that AI is not used to screen candidates or make decisions regarding their suitability for any role.

About the Town

The Town of Ajax, situated on the northern shore of Lake Ontario, is an innovative municipal sector leader that provides a variety of services to one of the fastest growing communities in Ontario. With over 130,000 residents, Ajax's rich heritage and culturally diverse community make it a great place to work and live.