Facility Booking Representative

**Experience it - Ajax**:
The Town of Ajax, situated on the northern shore of Lake Ontario, is an innovative municipal sector leader that provides a variety of services to one of the fastest growing communities in Ontario. With over 130,000 residents, Ajax's rich heritage and culturally diverse community make it a great place to work and live.

**Facility Booking Representative**:
Reporting to the Weekend Supervisor of Special Events and Senior Snow, the Facility Booking Representative is responsible and accountable for providing expertise to liaise with user groups, co-ordinate schedules, and undertake the creation of permits/contracts for outdoor facility space and special events. This position participates in allocation negotiations and meet with Community Sport, Activity, Cultural, Faith-based and many other Organizations, School Boards and other business customers to assist in the organization of seasonal and one time permits for programs, activities, special events, multi-functions, tournaments and festivals.

**Key Duties**:

- Co-ordinate, analyze and administer all permit functions such as creating significant one time and seasonal permits.
- Perform all deposit preparation & reconciliation, accounting, and administrative tasks as well as undertake monthly billing and point of sale payments.
- Maintain organized and accessible file systems, and other related processes regarding bookings, allocations, community affiliation groups, meetings with internal staff, cost analysis/booking analysis for staff/departments, school boards, and field closures
- Provide excellent customer service to the general public, community organizations, and other business customers to ensure all permits/contracts are processed accurately, efficiently, in a timely manner, and in adherence to Department policies and procedures.
- Assess and advise the Supervisor of areas of sport or activity-based feedback from groups or recognition of trend that may be occurring in key areas.
- Liaise, co-ordinate and participate in allocation and scheduling related functions, and as required, negotiate needs and meet with Community Sport Organizations, School Boards and other business customers to assist in the organization of and seasonal programs and activities, special events, functions, tournaments and festivals.
- Handle customer concerns and assess issues and/or conflicts, prior to escalating to the Supervisor, in order to provide solutions, desired service alternatives or suggestions relating to facility usage.
- Provide internal customer support to all departments regarding space requirements, town special event bookings, internal meetings and tenant or lease clients.

**Qualifications/Skills**:

- College Diploma - 2 years - within Recreation Leadership, Event planning, Sport Administration, emphasis on accounting is an asset)
- Minimum 3 years progressively responsible experience in required field
- Experience in the municipal public sector
- Municipal sport, special event, permitting and/or recreation experience
- Excellent experience in front line customer service preferably in a municipal environment.
- Proficient retail experience and the operating of cash handling systems is required
- Experience with budgets is a definite asset.
- Advanced experience and knowledge of the ActiveNet recreation booking software
- Excellent skill and ability to create, interpret and suggest scheduling
- Proven Interpersonal skills
- Superior organization, time management and planning skills

**What is Offered to Staff**:

- Rate of Pay: $36.06 - $38.61 per year.
- Hours of Work: This is a unionized position that works 35 hours per week. The hours of work are Monday to Friday from 8:30 a.m. - 4:30 p.m. and are in accordance with the CUPE Collective Agreement.
- Excellent skill and ability to create, interpret and suggest scheduling
- Proven Interpersonal skills
- Superior organization, time management and planning skills
- Benefits: The Town offers full-time staff a comprehensive benefit package with paid sick, vacation and personal leave days; Employee & Family Assistance Program; Health & Wellness Program, Town of Ajax Fitness Centre Combo Membership; plus a defined benefits pension (OMERS pension)
- Hybrid Work Program: The Town offers a Hybrid Work Program. A flexible work arrangement, including the option to work from home some or a majority of the time, is currently a possibility with this position, and can be discussed during the interview process

How to Apply

Internal closing date: 11:59 p.m. on February 7, 2025

External closing date: 11:59 p.m. on February 14, 2025

We would like to thank all applicants however, please note that only those selected to attend an interview will be contacted and all other applicants will be kept on file. Applicants are advised that written, oral and practical testing may form part of the selection process.

Equal Opportunity Employer