INTERNAL POSTING- Booking Coordinator for Facilities and Special Events- Closes Nov 24

Booking Coordinator for Facilities and Special Events

Position Summary

The Booking Coordinator for Facilities and Special Events is the primary contact for any special events and facility bookings for Community Services. This role is responsible for timely invoicing, for all Facility bookings and rentals for Municipality.   This role works in collaboration with the Manager, Leadhand, and other team members to ensure quality service for all facility bookings and special events.

Key Duties and Responsibilities

1. Acts as the primary contact for all facility bookings and special events, working directly with renters/users to identify and coordinate their rental needs. This role is responsible for translating those requirements into clear workorders for the Community Service Leadhand, ensuring smooth communication and effective service delivery.
2. Prepares timely invoices for all facility bookings and special event rentals for the Community Service Department.
3. Identifies facility and special event priorities and vacancies, including the evaluation of internal programs and liaises with the Booking Coordinator for Sport and Recreation to ensure full use of facilities year-round.
4. Works collaboratively with the manager to prepare lease agreements and ensures leases are managed and paperwork is completed in a timely manner.
5. Responds to public inquires, processing transactions and providing information to ensure a positive customer experience.
6. Oversees the management of facility fobs and keys, ensuring all sign out/ return procedures are followed and maintains a tracking list
7. Clerical support for special events and assigned committees, including meeting agenda preparation and taking minutes.
8. Provides cross training and support for the Family and Community Support Service Programmer and the Booking Coordinator for Sport and Recreation as needed to ensure continuity of service.  
9. Prepares and drafts correspondence and documents as requested for Community Services Manager.
10. Complies with all Municipal policy and assists in related policy and procedure development.
11. Assists with grant application as required.
12. Performs other related duties as assigned.

Knowledge, Abilities and Skills

• Ability to provide accurate and timely information to clients, as well as handle and resolve customer inquiries and complaints.
• Ability to understand and work within the parameters or policy, procedures, and relevant legislation with minimal supervision.
• Proficient in the use and application of standard office equipment, computers, and common software programs.
• Organized and detail oriented, with a strong time- management skills.
• Accurate record keeping 
• Financial skills, including invoicing, payment processing and basic accounting skills.
• Ability to maintain strict confidentiality when handling sensitive information.
• Ability to coordinate Facilities and special events.
• Ability to learn and use Diamond, Rec Desk, and other related computer programs and software. 
• Skill in meeting and dealing effectively with the public.
• Knowledge of office administration practices and processes.
• Ability to communicate effectively in both oral and written forms.
• Skill in researching funding sources and preparing grant applications.

Education and Experience

This position requires the following minimum qualifications:

• A high school diploma supplemented with two-year diploma in accounting, public administration, business admin, recreation or an equivalent amount of additional work experience. 
• One year of related experience.
• Experience with invoicing, and accounts receivable.

Independence and Scope of Impact

Decisions and problems are varied and require the incumbent to use some judgement and discretion within policy.  Supervision can be consulted in cases where several options are available.

Decisions and actions could result in significant losses of time and resources or cause some embarrassment within the department.

Contacts

Internal – Regular contacts are maintained with the Manager of Community Services and Community Services Leadhand and the Coordinator’s involving the exchange of information, coordination or to consult on operational matters.  Regular contact is had with other municipal departments, mostly with respect to sharing information and acquiring assistance with finance or resource coordination.

External – Significant contacts are maintained with the public, involving the exchange of information with respect to programs, events, and facility bookings.  The incumbent is expected to offer the customer alternatives or attempt to resolve conflicts that may arise.  The incumbent is expected to advise the public and user groups of facility rules, terms, and conditions of use.

Supervision Given

Supervisory or specialist advisory responsibilities are not normally part of the job but there may be a requirement to show others how to perform the work.

Working Conditions

The work is performed in a typical office environment.  The incumbent is required to sit for several hours during the day and involves frequent use (many times a day) of computers for up to an hour each time.  The nature of the work demands that the incumbent be interrupted regularly by phone calls or customers.