Facility Booking Assistant

6 days ago

Guelph, Ontario, Canada The City of Guelph Full time

Why Guelph:

Position Overview:


Under the direction of the Recreation Supervisor, Bookings, Events, Promotions, the
Facility Booking Assistant is responsible for collecting and compiling information around facilities and the approved uses of those facilities including the development of a photo library.

Additionally, this position will assist with clerical work, including data entry, filing, etc.

Key duties and responsibilities

  • Process customer inquiries, transactions and follow up related to facility rentals of picnic shelters and amusement rides, meeting rooms, and oneoff rentals/occasional use of recreation facilities (arenas, sports fields etc.).
  • Prepare and distribute rental contracts, insurance forms and required booking documentation.
  • Invoice, monitor, and follow up on accounts receivable for facility rentals. Escalate to Supervisor when warranted.
  • Distribute weekly facility calendars to distribution lists.
  • Assist in the documentation of policies, guidelines and standard operating procedures for facility booking, public space allocation and related processes.
  • Maintain efficient filing and records management system.
  • Perform other duties as assigned.

Qualifications and requirements

  • Experience related to the duties listed above, normally acquired through a diploma in Recreation, Event Management, Business Administration or closely related field.
  • 12 years customer service experience (in person, over the phone, and electronic communication).
  • Two years' experience with booking and registration software.
  • Experience using Perfect Mind software an asset
  • Excellent customer service skills with the ability to resolve customer inquiries in an effective manner.
  • Ability to work independently with mínimal supervision, while being an effective member of a team
  • Ability to work collaboratively with community groups, agencies, and organizations.
  • Intermediate Microsoft Office skills (e.g. Word, Excel, and Outlook) with the ability to manipulate data and create complex spreadsheets.
  • Organizational skills with the ability to manage multiple timelines and assignments in order to meet deadlines in a very demanding customer service focused environment.
  • Excellent communication skills (both oral and written) with the ability to communicate with all levels of staff, stakeholders, and the general public.
  • Ability to analyze problems, identify alternatives and make recommendations in order to implement procedures and policies.
  • Ability to maintain strict confidentiality and unquestionable integrity.
  • Knowledge of the Occupational Health and Safety Act

Hours of work
This is a part-time position scheduled up to 20 hours per week, including nights, weekends, and holidays.

Pay/Salary
$ $24.62 per hour

**How to apply

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