Scheduling Administrator

Avanti Software Inc.; Welland; Hybrid; CAD 5,178,000 - 5,448,000; Full time

Benefits offered by this job

OMERS Pension

Job summary

The City of Welland is seeking a skilled Facility Rentals Coordinator to facilitate and administer permits for indoor and outdoor venues, including parks and spaces. You will serve as the primary liaison between customers, community groups, City departments, and external agencies, guiding the permit process from initial inquiry to booking confirmation.

Your duties include identifying suitable spaces, communicating fees, coordinating approvals, ensuring regulatory compliance, and processing

Qualifications

• Two-year college diploma in Recreation Leadership, Event Planning, Sport Administration, Business Administration, or related field.

Responsibilities

• Facilitate booking and rental of City facilities, preparing permits and collecting required documents.
• Coordinate facility allocations, balancing requests per policies and procedures.
• Respond to public inquiries and conduct site tours when needed.
• Provide guidance on policies, fees, and requirements for rentals.
• Monitor payments and ensure schedules are followed.

Skills

Organization

Time management

Customer service

Relationship management

Education

Two-year college diploma in Recreation Leadership / Event Planning / Sport Administration / Business Administration or related field

Tools

ActiveNet

Microsoft Office

Job description

About the City of Welland…At the City of Welland, we're continuously rewriting our story. Not because we don't know where we're going, but because we are constantly reaching for new heights, engaging in new approaches, and pursuing what many believe to be unattainable or too ambitious. At the City of Welland, we're not satisfied with the status quo. And we're certainly not satisfied with doing things simply because that's how they were done in the past.

We expect our population to increase to over 80,000 in the next 20 years, and serving a diverse, growing community requires strategic thinkers, norm breakers, and passionate civil servants. In Niagara, Welland's growth leads every other municipality, and the City is becoming the region's heartbeat. So, we invite you to author your chapter and contribute to the overall body of work the City of Welland is creating. At the City of Welland, your ideas are nurtured, your input is invited, a healthy work-life balance is available, and most importantly, your voice will make a difference. So, if that sounds like something you want to be a part of, we want to hear from you. We're ready when you are.

About the Position

Reporting to the Supervisor of Festivals and Events, this position is responsible for facilitating and administering permits for the rental and use of City of Welland indoor and outdoor facilities, including parks and green spaces. Acting as the primary liaison between customers, community organizations, City departments, and external agencies, the position facilitates the permit process from initial inquiry to booking confirmation. Responsibilities include identifying suitable facilities, communicating fees and requirements, coordinating approvals, ensuring compliance with regulatory requirements, and processing and reconciling payments while delivering excellent customer service.

Duties & Responsibilities

• Facilitate the booking and rental of City facilities and spaces by preparing permits, scheduling rentals, and collecting required documentation, including insurance certificates and Special Occasion Permits.
• Coordinate and administer the allocation of City facilities, parks, and recreation spaces, balancing competing requests and priorities in accordance with established policies and procedures.
• Respond to public inquiries regarding facility rentals and, when required, conduct site tours of available spaces.
• Provide information and guidance on policies, procedures, fees, and requirements related to City facility and equipment rentals.
• Prepare for and participate in seasonal allocation processes, Call to Action meetings, SEART meetings, site reviews, and permit creation activities.
• Monitor rental accounts and ensure payments are received in accordance with established payment schedules.
• Liaise with management, recreation coordinators, and other City departments regarding facility and space allocation for events, festivals, programs, partnerships, and community use.
• Coordinate post-dated cheque deposits with Customer Service staff and prepare customer statements for outstanding rental balances.
• Prepare and distribute weekly rental schedules for City facilities and communicate schedule changes to appropriate staff.
• Prepare correspondence, reports, forms, budget-related documents, and maintain accurate scheduling and filing systems.
• Review rental processes, procedures, and policies with management and coordinators and recommend improvements as appropriate.
• Maintain effective working relationships and provide courteous, professional service to the public, community organizations, City staff, and external stakeholders.
• Perform other related duties as assigned.

What you need to Succeed...

• Completion of a 2-year College Diploma within Recreation Leadership, Event Planning, Sport Administration, Business Administration, or related field of study.
• Minimum of three years relatable experience in public oriented office administration setting.
• Practical knowledge of municipal, regional, provincial, and federal governments and applicable agencies is an asset.
• Must be familiar with the policies of Community Services and have general understanding of local recreation activities.
• Superior organization, time management, planning and problem-solving skills.
• Well-developed relationship management skills to interface with clients and vendors
• Excellent interpersonal skills with a strong sense of customer service.
• Proficient knowledge of various computer software including Microsoft Office.
• Experience and knowledge of the ActiveNet recreation software, specifically the Facility Reservation module, POS, and Reporting is an asset.

Salary and Benefit Information

The hourly wage range for this full-time, unionized position is $37.59 – $39.55 (2026 rates)

Why Choose Welland?

OMERS Pension: Secure your future with an OMERS pension, one of Canada’s largest defined benefit pension plans. To learn more visit https://www.omers.com/.

Corporation of the City of Welland | 60 East Main Street | Welland, ON | L3B 3X4 | welland.ca