Reservations and Financial Coordinator

**Title**: Reservations and Financial Coordinator

**Reports to**: Operations Manager and Finance Manager

**Location**: Ottawa, ON (Carp)

**Employment Type**: Indefinite, full-time position. Includes extended health care benefits, vacation time, and paid personal/sick days. Onsite, 37.5 hours/week Monday to Friday, including occasional evenings and weekends.

**Compensation**: $46,000 to $48,000 annually

**Application Deadline**: Friday, May 23, 2025, at 4:00 pm ET

**ORGANIZATION DESCRIPTION**

The Diefenbunker is Canada’s most significant surviving Cold War artifact — it is an impressive four-storey underground facility that operated as the country’s central communications headquarters during the Cold War, ready at any moment in case of a nuclear attack. Today, it is a one-of-a-kind museum and national historic site, telling stories of national and international importance and welcoming visitors from around the world.

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The Diefenbunker Museum is hiring a Reservations and Financial Coordinator to oversee the management of all incoming reservations for the museum, including group tours, school programs, birthday parties, facility rentals, and special events. This position also provides key administrative and financial support, working closely with the Finance Manager to assist with day-to-day financial operations such as invoicing, tracking payments, and recordkeeping.

**PRINCIPAL DUTIES & RESPONSIBILITIES**

**Reservations**

Deliver a high standard of customer service by providing accurate availability, clear program information, and responsive support throughout the reservation process;
Manage the FareHarbor reservation system, including:

- Processing group registrations;
- Generating and sending invoices;
- Reconciling daily transactions;
- Providing monthly reports as needed;
- Track and update monthly visitor statistics accurately;
Act as the main liaison with major tour companies:

- Build and maintain a comprehensive directory of contacts;
- Regularly promote the museum and its offerings to encourage bookings;
Maintain communication with key accounts (schools, tour companies, film companies)
to strengthen relationships and support repeat business;
Work collaboratively with the Operations Manager to optimize booking availability in alignment with staff capacity and operational planning;
Represent the museum at trade shows to help attract tour operators and grow visitor numbers;
Contribute to organizational processes such as annual budgeting and the development of the museum’s work plan;
Support the Operations Manager and Finance Manager with administrative tasks related to reservations and general operations.

**Financial**

Reconcile daily cash sheets, ensuring accuracy and compliance with the museum’s cash handling policies;
Process weekly bank deposits, preparing all necessary documentation and coordinating timely delivery to the bank;
Perform regular cash counts of donations and the change vault; manage and maintain appropriate levels of cash on hand for operations, including dispensing and tracking petty cash;
Manage receivable for reservations, including invoicing and following up on outstanding balances with assistance from the Finance Manager;
Provide support during the museum’s annual audit, including preparation and collection of financial documentation.
- **Experience** - Minimum 2+ years of professional experience in reservation coordination, administrative support, customer service, hospitality, or financial administration;
- **Standard of Quality** - Demonstrated commitment to delivering high-quality service to clients, partners, and colleagues, with strong attention to detail and professionalism in all communications and processes;
- **Effective Interactive Communication** - Strong verbal and written communication skills; ability to interact effectively with diverse stakeholders and respond to inquiries with clarity and professionalism;
- **Project & Time Management** - Excellent organizational skills with the ability to manage multiple tasks, meet deadlines, and adapt to shifting priorities in a fast-paced environment;
- **Technical Proficiency** - Proficient in using reservation and financial systems (e.g., FareHarbor), and Microsoft Office Suite (Word, Excel, Outlook);
- **Analytical & Financial Skills** - Solid understanding of financial processes, including invoicing, reconciliation, and recordkeeping; ability to manage and track data accurately;
- **Team Collaboration** - Ability to work effectively both independently and as part of a collaborative team, maintaining flexibility and a solutions-oriented mindset;
- Ability to provide a satisfactory Police Record Check.

**POSITION ASSETS**
- Second Language
- Professional proficiency in both official languages (English and French).

**THE DIEFENBUNKER MUSEUM OFFERS**:

- A fun, collaborative working environment;
- A place for continuous learning and growth;
- Robust onboarding and orientation;
- Flexible hours around core