Administrative Coordinator, Recreation Revenue

Job Details

Description
The Opportunity
Reporting directly to the Manager, Recreation Services, the Administrative Coordinator, Recreation Revenue (Contract up to 12 Months) is responsible for providing essential financial and administrative support to the Recreation Services team. This role ensures accurate processing of accounting tasks, equipment and supply claims, and financial documentation to support program delivery and operations. The Coordinator works in collaboration with Recreation Services and Finance stakeholders while managing daily and monthly financial balancing, reconciling within Recreation/Corporate systems, processing postdated payments, verifying and executing refund requests, managing membership holds, and EFT transfers. The Administrative Coordinator is also responsible for subsidy programs including third-party billing.

• Serve as the point of contact for finance-related queries within the Recreation Services, Community Engagement Services, and Recreation Customer Service teams.
• Oversee and maintain the daily/monthly balancing of Xplor Recreation (XR) and Great Plains (GP). Must ensure the Daily Cash Balance reports are reconciled to Global, Moneris and GL.
• Upload XR GL files to GP, work with Finance to confirm correct amounts are balanced. Prepare daily bank deposit and complete required revenue reports and documentation to ensure cash handling guideline standards are met.
• Process post-dated payments, verify and process refund requests, receive, execute, and file all membership holds and extensions in XR.
• Oversee monthly EFT file transfer and respond to recalled, rejected, and returned items. Verify maintenance of delinquent membership accounts and collections process. Correspond with members to update financial information and obtain outstanding payments due
• Monthly billing of receivables; verify each balance due and send statements and details to primary account holder. Perform weekly review and follow-up for all accounts past due.
• Support the financial administration of grant and other support programs (such as municipal agricultural and community grant).
• Manage subsidies related to memberships, camps, registrations, this includes third-party billing, seasonal and ongoing receivable accounts for partner agencies and other levels of government.
• Support budget tracking and monitoring to ensure expenses remain within allocated limits.
• Process and track expense claims and reimbursements related to equipment and supplies, ensuring compliance with organizational policies.
• Monitor and reconcile all corporate card transactions timely, maintaining accurate records and submitting documentation for approvals and audits.
• Provide administrative support such as maintaining organized digital and physical files, managing communications and supporting internal workflows, as well as document handling that are integrated with routine financial duties.
• Provide administrative support for advertising and sponsorships of Recreation assets Process Corporate membership donations.
• Participate in the creation and maintenance of Standard Operating Procedures (SOPs) to ensure finance and administrative tasks are efficient and identify opportunities for continuous improvement.
• Attend external user groups and committees on behalf of the team to represent finance interests and stay abreast of industry trends and changes.
• Perform additional duties and undertake special projects as assigned.

The Ideal Candidate
We are seeking a passionate professional with a post-secondary degree/diploma in Recreation Services, Finance, Commerce, Business Administration or a closely related field. Our ideal candidate has minimum 1-3 years of experience in a recreational or sports setting, knowledge of basic accounting principles is an asset.

The ideal candidate is detail-oriented, organized and comfortable working very closely stakeholders across both Recreation Services & Finance. We are seeking an individual that is able demonstrate customer service excellence that reflects Caledon's quality standards: accurate, courteous, excellent verbal and written communication skills with the ability to give obtain and/or exchange routine information with tact and diplomacy. Certifications in professional accounting, bookkeeping, and administration are considered an asset (CPA, CPB, CAPA, AMCTO).

The successful candidate for this position will be required to work a flexible schedule, including in the office, remotely and after hours (as required).

This contract position offers an hourly range of $33.22 to $41.53.

Satisfactory passing of a vulnerable sector check or criminal record check, and proof of qualifications will be required of any successful candidate(s) for this position.

The Town is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Town is an equal opportunity employer that is committed to an inclusive and barrier-free workplace.  If your application requires accommodation, please contact People Services at Ext. 4738.
Applications for this posting will be accepted until January 26th, 2026, 12:00PM.