Sport & Community Bookings Coordinator

Vivo for Healthier Generations Society; Calgary; On-site; CAD 45,000 - 65,000; Full time

Job summary

Vivo for Healthier Generations Society in Calgary seeks a dedicated advocate to deliver an outstanding client experience for sport and community partner groups, commercial groups, and event partners. You will manage bookings, nurture relationships, and coordinate with multiple Vivo teams to ensure seamless service from inquiry through execution.

The role requires evenings and weekend availability during busy bookings and on-site collaboration across departments.

Qualifications

• Post-Secondary Diploma and/or University Degree is asset.
• Proven customer experience skills in a high paced, dynamic environment.
• 3-5 years’ experience in a detail-oriented role of event planning, sales or booking.
• Previous facility rental experience is an asset.
• Current First Aid and CPR-C/AED certifications.
• Polive Information Check with Vulnerable Sector Search completed within the past 2 months.

Responsibilities

• Communicate and connect with user groups to determine their needs and build relationships.
• Seek out new rental revenue sources for non-peak times or seasonal offerings.
• Deliver an amazing client experience by promptly responding to requests within service levels.
• Own the customer experience and ensure team awareness of guest wishes.
• Review and analyze rental bookings to maximize resources and revenue.
• Ensure accurate completion of facility bookings, including insurance, waivers, invoices, and receivables.
• Collaborate across departments to create new sales opportunities and events.
• Be proficient with the Avocado system and coordinate with TechShare Group for issues.
• Communicate resourcing needs to operations, guest services and other teams.
• Monitor quarterly updates to the drop-in schedule for court sports.
• Cross-train with Vivo team members to cover roles.
• Monitor rental trends, pricing and best practices.
• Adapt service delivery to be lean and customer oriented.
• Suggest process improvements and policies focused on customer experience.

Skills

Customer service

Event planning

Sales

Relationship building

Avocado system

Education

Post-Secondary Diploma

Tools

Avocado system

Job description

About Vivo for Healthier Generations

Vivo for Healthier Generations is a Calgary-based registered charity dedicated to inspiring a wholistic mindset for healthy living. We believe healthier generations are inspired by creating opportunities for people of all ages, abilities, and backgrounds to move, connect, learn, and

thrive.

More than a recreation centre, Vivo is a community hub where wellness, belonging, and innovation come together. Through accessible recreation, education, community partnerships, and research and innovation, we work to remove barriers, strengthen connections, and create lasting impact for individuals, families, and communities.

Guided by our values of Growth Mindset, Respect, and Well-being, Vivo is committed to creating welcoming experiences where everyone has the opportunity to reach their full potential and contribute to healthier generations.

Role:

As an advocate for Vivo, you will be responsible for delivering an amazing client experience to our sport & community partner groups, commercial groups, event partners and fellow team members. The ideal candidate is a self-starter, detail-oriented individual who takes initiative to ensure a seamless experience for all guests. The desire to ensure the individual & group is taken care of from start to finish will ensure successful relationships and planning has taken place. You will be knowledgeable, confident, humble adaptable, willing to learn, and explore new opportunities that align with our cause.

This role will be required to work evenings and weekends during busy booking times and to connect with key groups who call Vivo Home.

Hours:

40 hours per week - This role will require flexibility to support large bookings that happen on the weekend or evenings, and will be on-site.

Reports to:

Core Business Director

Responsibilities:

• Communicate and connect with our user groups to determine their needs. Build strong relationships with external and internal customers.


• Seek out new rental revenue sources for non-peak times or seasonal offerings.


• Deliver an amazing client experience making our clients feel valued by promptly responding to all requests within predetermined service levels.


• Owning the customers experience and ensuring all members of the Vivo team who will impact the experience know what the wishes are of the guests and how to seamlessly provide a memorable experience.


• Accept, review and analyze facility rental bookings requests to ensure we are maximizing our resources, delivering on our commitment to the community, generating appropriate revenue and meeting our customer’s needs.


• Ensure accurate completion of facility rental bookings for internal and external user groups including arena rentals, gymnasium rentals, pool rentals, and meeting rooms, including obtaining necessary insurance, waivers, invoices and accounts receivables.


• Work collaboratively across departments to create new sales opportunities and special events. Seek new and innovative ways to generate revenue while balancing our commitment to the community.


• Be a knowledgeable and proficient user of the Avocado system or equivalent registration and booking system. Escalate and seek resolution for system issues with TechShare Group (AVO) and communicate the details with the team.


• Communicate all resourcing requirements to the operations, fitness consultants, guest services and other departments and clients including: staffing requirements, space, times, set up, adjustments for the regular field of play spaces.


• Monitor and support the team with the implementation of the quarterly updates to the drop-in schedule for court sports.


• Collaborate and cross train with Vivo team members to acquire the knowledge and skills to effectively perform each other’s role and responsibilities.


• Monitor and put forth recommendations for rental trends, pricing and best practices.


• Be willing to adapt and change customer service delivery, process and procedures to be lean and customer oriented.


• Provide recommendations for facility rental process improvements and operational policies that center’s around the customer experience and increased productivity.


• Track and monitor all bookings & sales revenue; weekly, monthly and annually and provide an update as to the discrepancies and areas of opportunity.


• Participate in the development of the facility rental’s annual operational budget and understand and monitor key components that influence targets and revenue generation.


• Participate in partnership planning with sport partners to align tournaments, performance with everything organizationally.


• Support the team as needed with set up of spaces for rental groups.

Qualifications:

• Post-Secondary Diploma and/or University Degree in a related field is considered an asset.


• Proven customer experience skills in a high paced, dynamic environment.


• 3-5 years’ experience in a detail-oriented role of event planning, sales or booking.


• Previous facility rental experience is an asset.


• Current Intermediate (Standard) First Aid and CPR-C/AED certifications.


• Valid Police Information Check with Vulnerable Sector Search completed within the past 2 months.