Facility Bookings

**JOB TITLE**:Facility Bookings & Events Manager**

LOCATION: City Centre Park located at 1089 Langford Parkway, Victoria BC.

DEPARTMENT: Facility Bookings & Events

REPORTS TO: Director of Operations

**GENERAL OVERVIEW**: Reporting to the Director of Operations, the Facility Bookings & Events Manager is responsible for the complete oversight of bookings, events, and reservations at City Centre Park. This includes bookings and events located in the arenas, sports fields, meeting rooms, City Centre Grille, Langford Lanes, and other facilities and locations across the complex. This role requires a dynamic, enthusiastic, and motivated individual committed to exceeding customer service expectations. The manager will supervise staff, liaise with external clients/vendors, and work with internal stakeholders to ensure efficient operation of the bookings and events portfolio. The employee is expected to have a positive attitude, be a strong advocate for customer service excellence, possess exceptional attention to detail, and contribute to a positive and productive work culture by working effectively with other members of the team. Fluency in basic bookkeeping practices/principles is required.

**TYPICAL DUTIES AND RESPONSIBILITIES**:
**Event Management**
- Manage all aspects of event planning, from initial concept to final execution, ensuring smooth operations on event day.
- Oversee meeting room rentals and catering requests.
- Act as a primary managerial point of contact for all event-related inquiries by both internal and external stakeholders.
- Ensure that all events are compliant with standards and requirements for acceptable risk management (insurance, pre-event walk, on-site safety assessments, etc.).
- Grow, develop, and enhance the events portfolio by exploring strategic avenues for growth.
- Oversee on-site coordination for all events to ensure that client expectations are consistently met and exceeded.
- Ensure that Facility Use Agreements are completed accurately and according to expectation.
- Work collaboratively with the Marketing Coordinator to enhance the visibility of bookings and events.
- Perform a variety of administrative tasks including the preparation of work plans, reports, catering orders, departmental reports, etc.
- Perform routine site inspections to ensure that facilities meet all expectations for safety, security, and cleanliness.
- Address any onsite client issues promptly, ensuring smooth event execution.

**Facility Bookings**
- Complete managerial oversight of all bookings at City Centre Park.
- Strategically coordinate the seasonal facility allocation process in order to maximize facility usage.
- Act as a primary managerial point of contact for all bookings-related inquiries by both internal and external stakeholders.
- Respond to inquiries regarding facility availability, fees, rules, and services offered.
- Respond to customer concerns and special requests in a timely manner.
- Ensure shared bookings calendar is accurate and up-to-date.
- Process new bookings, cancellations, and changes - including preparation of contracts, collecting insurance documents, and overseeing other related record keeping and administration.

**Invoicing and Client Management**
- Oversee the invoicing process for bookings/events.
- Invoice clients and process corresponding payments accordingly.
- Ensure that client accounts are always up-to-date.

**General**
- Maintain strong working relationships with clients and related community groups.
- Ensure that policies related to the administration of the booking and events portfolio are followed consistently. (refunds, damage, etc.).
- Ensure that there is strong adherence to contractual obligations by clients and conduct necessary follow-up, when needed.
- Effectively manage two direct reports (Events Coordinator, Facility Bookings Clerk).
- Address and resolve client concerns in a timely manner.
- Assist with policy and procedural development, as needed.
- Mediate disputes and minimize conflicts that may arise between user groups.
- Assist with other duties as assigned by management.

**REQUIREMENTS/COMPETENCIES**
- University degree or college diploma in business, business administration, management, marketing, recreation, or a related field is preferred.
- Experience in event coordination/management would be an asset.
- Knowledge of recreation program administration, management, and delivery would be an asset.
- Demonstrated ability for accuracy and thoroughness.
- Strong communication, multitasking, and problem-solving skills.
- High tolerance for change.
- Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable and courteous communication when dealing with client groups and other organizations.
- Proficient in Microsoft Office.
- A demonstrated commitment to customer service excellence.
- Creative problem-solving abilities.
- Ability to effectively manage multiple work assignments