Racing Office Clerk

Woodbine Entertainment Group.; Ontario; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player in horse racing is seeking a detail-oriented individual to manage horse entries and ensure compliance with racing regulations. This role involves direct communication with trainers and owners, meticulous organization of official documents, and collaboration with various internal departments. The ideal candidate will thrive in a fast-paced environment and possess strong communication and organizational skills. Join a team that values diversity and inclusion, and contribute to delivering thrilling racing experiences to visitors while upholding the highest standards of integrity and excellence.

Qualifications

• 1-2 years of office experience in a fast-paced environment.
• Knowledge of horse racing rules and regulations is essential.

Responsibilities

• Take horse entries and confirm race information with trainers/owners.
• Ensure compliance with Alcohol and Gaming Commission guidelines.
• Maintain professional relationships with various stakeholders.

Skills

Attention to detail

Communication skills

Interpersonal skills

Organizational skills

General computer skills

Education

Secondary school diploma

Tools

IMS race program

Windows environment

Job description

With almost 150 years of proud horseracing history, Woodbine Entertainment Group is the founding pioneer and largest operator of professional horseracing in Canada.

Building on our rich past, we are surging ahead to the future with an energized, new vision. Today we deliver the most thrilling and highest quality racing, dining and entertainment experiences to our visitors. In doing so, we remain a world-leader in horse-racing — and also among the most exciting and diverse entertainment facilities on the globe.

JOB SUMMARY

The purpose of this position is to take horse entries for the race card, which includes ensuring confirming race information, ensuring eligibility, applying applicable Alcohol and Gaming Commission of Ontario guidelines, and communicating with owners and trainers. This position is also responsible for the accurate and efficient organization and filing of official foal papers.

KEY RESPONSIBILITIES

1. Responsible for taking horse entries from trainers/owners for races via telephone or direct face-to-face contact. Use information from the condition book to confirm race information (race time and date, jockey, amount, etc.), print them out, and provide to the trainer for authorization in a timely manner. Once authorized, trainer/owner signs off entry, and foal paper must be confirmed and printed for filing.
2. Ensure horses that have been entered into the race are not on any lists (vet, starter, and/or steward) and are able to compete in the specified race.
3. Once the draw numbers have been established, responsible for ensuring that all horses have been assigned a race number, and that all information for the horse/race is accurate.
4. Contact trainers directly should any discrepancies or problems with entry arise to promote a race that requires another horse, or to assist in finding an available rider.
5. Assist with producing an “overnight”; a listing of specific race information including race number, trainer, rider, weight, and distance of race, and ensure enough supply is available for customers, owners, trainers, and/or agents.
6. Responsible for analyzing past performances for each horse, ensuring that each entry is eligible to race and that they are adhering to Alcohol and Gaming Commission of Ontario guidelines (i.e., medication, riders, weight).
7. Work closely with Equibase to generate pertinent information regarding each entry for each race including jockey, trainer, owner, wins and losses, past performances, breeder, purse amounts, race distance, and weight qualifications of race.
8. Using IMS race program, manipulate and format race information data to fit race program layout. Manually input odds information, provided by Odds Maker. Once program information is compiled, coordinate with the Printing department to print as per layout, ensuring information is efficiently and accurately displayed.
9. Send gelding report to Equibase for each and every race day. Information for this report is provided by Horse Identifier and includes a list of horse and their applicable updated information. This information requires accuracy as it is used throughout North America.
10. Maintain a professional relationship with internal departments including Printing, Customer Services, Marketing, and Media, and external clients such as trainers, owners, the Alcohol and Gaming Commission of Ontario, Equibase, jockeys, and agents.
11. Work with the Alcohol and Gaming Commission of Ontario to confirm any scratches, ensuring regulations are being followed.
12. Responsible for the filing of foal papers. This requires attention to detail as these papers are required by owners in order for a horse to run in a race. These original documents are stored in the Race Office and outline the horse identity and ownership.
13. Live the organization’s core values of integrity, respect, excellence, and accountability.

JOB SPECIFICATIONS

Knowledge

General to advanced knowledge of the horse racing industry.

General knowledge of horse racing rules and regulations.

Skills

Advanced attention to detail.

General communication, interpersonal, and organizational skills are required to interact effectively with all levels of staff, horse trainers, and owners.

General computer skills in a Windows environment.

General ability to work in a fast-paced, team environment.

Education and Experience

Secondary school diploma.

1-2 years office experience.

Working Conditions

Normal office environment where there is little physical discomfort due to temperature, dust, noise, and the like.

Standing and walking required for less than 25% of the work time.

Regular interruptions and multiple demands.

Diversity, Equity, Inclusion and Belonging

Be Yourself.

We believe differences should be valued and celebrated. By building diverse and inclusive teams, we strive to provide a more authentic and empowering work experience that unlocks the potential of our people. Regardless of race, religion, colour, national origin, sex, gender, expression, sexual orientation, age, marital status, veteran status, or disability status, we believe everyone has the right to express their ideas, ambitions, and pursue their goals with confidence and integrity. Diversity breeds innovation. We want people to think differently. Our commitment is to build a culture that welcomes everyone and leverages their unique perspectives to be a great entertainment company that shares the thrill of horseracing experiences with the world.