Facility Booking Assistant

Why Guelph:
**What we offer**
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

- Paid vacation days, increasing with years of service
- Paid personal days;
- Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
- Extended health and dental benefits, including Health Care Spending Account;
- Employee and Family Assistance Program;
- Parental leave top up program;
- Learning and development opportunities including tuition assistance
- Employee recognition programs.

Position Overview:
Our Culture and Recreation department is seeking a part-time Facility Booking Assistant for an up to 14-month contract. 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 booking/reservation software (such as Xplor), 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 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 public.
- Ability to analyze problems, identify alternatives and make recommendations 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 temporary part-time position scheduled up to 20 hours per week, including nights, weekends, and holidays. The anticipated start date is for April 2025 on an up to 14-month contract duration.

**Pay/Salary**

$24.30 - $25.58 per hour

**How to apply