Racing Office Clerk

Woodbine Entertainment; Toronto; On-site; CAD 29,893 - 33,062; Full time

Job summary

Woodbine Entertainment Group is seeking a detail-focused entry clerk to manage horse entries for race cards. You will verify eligibility, apply AGCO regulations, and communicate with owners and trainers. You will also organize and file official foal papers and coordinate with racing staff to ensure accurate race information.

This role requires attention to regulatory rules, strong communication, and the ability to work in a fast-paced office environment at Woodbine’s facilities in Ontario.

Qualifications

• Secondary school diploma.
• 1–2 years of office experience.
• General computer skills in a Windows environment.

Responsibilities

• Take horse entries from trainers/owners for races via telephone or in person, verify information and authorize entries.
• Ensure horses are not on mandatory vet, starter, or steward lists and eligible to race.
• Assign race numbers and ensure race information accuracy for each entry.
• Coordinate with trainers, owners and staff to resolve discrepancies and prepare overnight race information.

Skills

Attention to detail

Communication skills

Windows skills

Team environment

Education

Secondary school diploma

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 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, ensuring race information is confirmed, eligibility is verified, applying applicable Alcohol and Gaming Commission of Ontario regulations, and communicating with owners and trainers. This position also accurately and efficiently organizes and files official foal papers.

Key Responsibilities

• 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, print it out and provide it to the trainer for authorization in a timely manner. Once authorized, the trainer/owner signs off the entry. The foal paper must be confirmed and printed for filing.
• Ensure horses entered into the race are not on any mandatory vet, starter, or steward lists and are able to compete in the specified race.
• Once the draw numbers have been established, ensure that all horses have been assigned a race number and that all information for the horse/race is accurate.
• Contact trainers directly if any discrepancies arise with an entry to promote a replaced horse or to assist in finding an available rider.
• Assist with producing an “overnight” listing of specific race information, including race number, trainer, rider, weight and race distance, and ensure enough supplies are available for customers, owners, trainers, and agents.
• Analyze past performances for each horse, ensuring each entry is eligible to race and adheres to Alcohol and Gaming Commission of Ontario guidelines (e.g., medication, riders, weight).
• 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.
• Using the IMS race program, manipulate and format race information to fit the race program layout. Manually input odds information provided by the Odds Maker. Once the program information is compiled, coordinate with the Printing department to print as per layout, ensuring accurate display.
• Send gelding reports to Equibase for each race day. Information for this report is provided by Horse Identifier and includes a list of horses and their updated information.
• Maintain professional relationships with internal departments (Printing, Customer Services, Marketing and Media) and external clients (trainers, owners, Alcohol and Gaming Commission of Ontario, Equibase, jockeys, agents).
• Work with the Alcohol and Gaming Commission of Ontario to confirm any scratches, ensuring regulations are followed.
• File foal papers, ensuring accurate attention to detail. These original documents are stored in the Race Office and outline the horse’s identity and ownership.
• 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.
• Effective communication, interpersonal and organizational skills to interact with all levels of staff, horse trainers and owners.
• General computer skills in a Windows environment.
• Ability to work in a fast‑paced team environment.

Education and Experience

• Secondary school diploma.
• 1–2 years of office experience.

Working Conditions

• Normal office environment with little physical discomfort from temperature, dust, noise, and the like.
• Standing and walking required for less than 25 % of the work time.
• Regular interruptions and multiple demands.

Reason for Vacancy: Replacement

Pay rate: $21.70/hour to $24.00/hour

Diversity, Equity, Inclusion and Belonging

We believe differences should be valued and celebrated. By building diverse and inclusive teams, we strive to provide an authentic and empowering work experience that unlocks the potential of our people. Regardless of race, religion, color, national origin, sex, gender, expression, sexual orientation, age, marital status, veteran status, or disability status, we believe everyone has the right to express ideas, ambitions, and pursue 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.