Facility Booking Assistant Temporary Part-time

When you join the City of Guelph you join a team of over 2000 employees who deliver services the community relies on every day. Together we are bringing to life Guelphs vision of an inclusive connected and prosperous city where we look after each other and our environment. As a single tier municipality we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity service inclusion wellness and learning the candidate will aid in the achievement of the Community Vision for an inclusive connected prosperous city.

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 100percent 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.

Our Culture and Recreation department is seeking a parttime Facility Booking Assistant for an up to 14month 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 oneoff 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.
• 12 years customer service experience (in person over the phone and electronic communication).
• Two years experience with booking and registration software.
• Candidates with an equivalent combination of education and experience may be considered.
• 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 minimal 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 parttime 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 14month contract duration.

Please note that this position requires daytime availability (Monday through Friday 8:30am 4:30pm) and flexibility for nights/weekends/holidays may be needed current anticipated needs are for daytime hours.

Pay/Salary

$24.30 $25.58 per hour

How to apply

Qualified applicants are invited to apply using our online application system by April 23 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.

The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit qualifications and organizations needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process you may contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however only those being considered for an interview will be contacted.