Facility Booking Specialist

Competition Number:
- RR 2023 0085- Position Title:
- Facility Booking Specialist (Temporary)- Job Number:
- J0723-1196- Job Type:
- Temporary Full Time- Division - Department:
- Community and Protective Services - Recreation and Cultural Services - Recreation Administration- Date Posted:
- August 1, 2023- Closing Date:
- August 20, 2023 at 10PM MSTThe City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors and promotes future growth. Through the actions of the Values We Live By, accountability, communication, leadership, integrity and respect are encouraged, while maintaining a work, play balance.

**Position Overview**:
This position is responsible for facilitating the booking and scheduling of City-owned recreation, culture, sport, school facilities and equipment to ensure the efficient, equitable and maximized use of facilities based on the City’s policies, procedures and partnership agreements. The incumbent will provide quality customer service, both externally and internally, through effective communication, timelines and tools. This position reports to the Customer Experience Supervisor.

Please note, this is a 12 month opportunity.

**Responsibilities**:

- Facility & Equipment Bookings- Administers and coordinates the facility and equipment booking process for the Recreation and Culture Services Department according to department policies, procedures and priorities which includes receiving requests, evaluating space availability, and booking the requested time into the booking system.
- Coordinate an annual planning cycle to coordinate with parks, facility and program staff as well as school representatives to ensure timelines and availability of bookable spaces are confirmed.
- Coordinate bookings of facilities, sport fields and other identified program and event spaces to ensure maximum usage and optimum revenues.
- Complete bookings related to Joint Use agreement spaces within the Public and Catholic school divisions, acting as the liaison and coordinator between the users and the schools.
- Completes required bookings and administrative holds for special events, tournaments and other internal bookings in compliance with corporate policies, processes and rates.

Public Relations, Communication and Promotion- Provide customer information about park spaces and user guidelines, including processes for special event planning.
- Using a variety of strategies and within corporate guidelines and practices to inform customers (e.g. public, schools, major user groups and other potential users) of available facility rental opportunities.
- Facilitates conversations with user groups to determine the best facilities/time schedules for special events; changes due to overlapping/conflicting requests; cancellations due to shutdowns or emergency repairs.
- Reviews recreation, culture, and bookable park facility information for accuracy and recommends or completes corrections where possible.

Administration, Financial and Reporting- Identifies non-compliance to rental permits’ conditions of use and applies appropriate consequences and penalties.
- Perform facility booking activities by processing invoices, payments, refunds and receipting.
- Record, batch, reconcile and deliver daily payments to Finance.
- Produces reporting to identify overdue accounts related to bookings; follows up appropriately with customer to collect payment.
- Identifies facility use trends for staff to incorporate into budget, program and staffing plans based on statistics compilation, reporting and analysis.
- Maintains an effective and up-to-date records management system with accurate rental permit correspondence and records based on FOIP requirements.

Evaluation and Recommendations- Evaluates bookings to ensure user group satisfaction and identify appropriate future facility use. Communicates with staff to ensure service level meets expectations.
- Maintains current knowledge of City of Spruce Grove policies and procedures effecting facility use, fees and charges, and other applicable legislation (i.e., public health policy for concessions).

**Qualifications**:

- A High School Diploma;
- and 2-3 years of related experience

OR- A College/Technical Diploma in Business, Management