Facility Booking Assistant

6 months ago

Guelph, 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 one-off 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.
- 1-2 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**
$23.39 - $24.62 per hour

**How to apply

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