Business Services Coordinator

3 months ago

Waterloo, Canada City of Waterloo Full time

**Business Services Coordinator**

**Competition Number**: 13956

**Primary Work Location**: RIM Park

**Posting Status**: Internal/External Job Posting

**Salary/Hourly Range**: $62,058-$77,571 (Band:I)

**Number of Positions**: 1

**Employment Group**: Staff Association

**Job Status**: Regular, Full Time

**Posting Release Date**: September 23, 2024

**Hours of Work**: 35 hours / week

**Posting Closing Date**: October 7, 2024

**Why work with us**:
The City of Waterloo is a rewarding place to work. Each day, you will support and/or participate in the delivery of services that impact residents of this city, making it a great place to live, work and play for everyone.

Home to two world-class universities, a top-ranked college, a tech ecosystem, entrepreneurs and small businesses, there is a readiness to do things differently in Waterloo. Our vision is to be a leader in sustainability and to build a future-ready community for all. We are committed to workplace wellbeing and providing an inclusive, safe and enjoyable work environment.

For more information about the City of Waterloo’s **Strategic Plan, Vision, Values and Guiding Principles, **please click here**:City of Waterloo 2023-2026 Strategic Plan**.

**What we offer**:

- Supportive and caring organization that promotes respect, inclusivity, health, safety and wellness;
- Dedication to the organization’s commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion through ongoing training and access to related programs and workshops, opportunities to connect with others around topics of social justice and equity, and opportunities to be involved with the initiatives that guide this corporate journey;
- Certification as a Living Wage Champion;
- Fulsome employer-paid benefits package (extended health and dental care), including paid sick days, long-term disability, life insurance and an Employee and Family Assistance Program;
- Defined Benefit Pension Plan (OMERS) eligibility for all employees;
- Flexible work schedules, paid vacation and personal days, and the opportunity to bank overtime*;
- Substantial internal and external training and development opportunities;
- Opportunities to get involved and give back to the community;
- Employee-wide events, activities, site visits, BBQs, etc.;
- Complimentary FitPass for City of Waterloo employees and family members for leisure, swim, and fitness drop-in programs; and,
- So much more

**What you will do**:
Reporting to Manager, Business Services in the Recreation Services, your primary responsibilities will include, but are not limited to, the following:
**Facility Allocation and Booking**
- Support Facility Allocation and Booking for key amenity groups, which may include Ice/Arenas, Outdoor, Waterloo Park, Gyms, Rooms and/or Fieldhouse;
- Assist with seasonal allocation of facility space for key user groups, as required;
- Assist with one-off requests for space, as required;
**Event Coordination**
- Support event coordination, which may include indoor and outdoor sporting events across Recreation Services and Parks;
- Understand client requirements for events and recommend most suitable City facility to host;
- Coordinate site visits to proposed event locations;
- Develop and monitor event timelines;
- Prepare meeting material and coordinate meeting schedules with staff and vendors;
- Draft and finalize permits, and confirm day-of logistics;
- Assist in maintaining events calendar and prepare related documentation;
- Handle day-to-day administration of events, including coordinating internal staff requirements, external vendor management, communications coordination, resident impact mitigation, and issues resolution;
- Maintain constant contact with customer before, during and after events to insure arrangements are satisfactory;
- Evaluate event’s success and submit reports;
- Assess, report and follow-up on all outstanding fees for rental;
- Complete, maintain and distribute accurate pre and post event documentation;
**Marketing and Sponsorship Coordination**
- Execute marketing campaigns, working with Corporate Communications staff and Recreation Services and Community Programs and Outreach Services team members;
- Coordinate and prepare marketing materials which include, but is not limited to: flyers, posters, pamphlets, digital ads, paid print ads, and mobile signs, assuring for accuracy, timeliness, and professionalism;
- Acquire & maintain photographs and photo archives for division programs and events in an accurate and professional manner;
- Analyze and report on marketing performance, working with data to draw insights (i.e. measure growth and engagement across channels) to inform and continuously optimize all marketing opportunities;
- Ensure the enforcement of corporate and divisional policies, procedures and guidelines;
- Serve as a liaison to sponsors, addressing issues or needs they may have;
- Secure sponsors payment and provide follow-up, as required;
- Attend sche

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