Booking and Administrative Coordinator

City of Quinte West • Quinte West, ON

2d • CA$31 - CA$32 • Hybrid

About The Position

The City of Quinte West is seeking a Booking and Administrative Coordinator to join the Community Services and Strategic Partnerships department, specifically within the Economic Development and Tourism division. This role is responsible for departmental administrative functions, providing customer service, and administrative assistance related to community services, events, bookings, economic development, tourism, facility rentals, and revenue collection. The department focuses on developing and implementing economic development, tourism, and communication strategies, managing city facilities like arenas and marinas, and fostering strategic partnerships.

Requirements

• A minimum of a two (2) year community college diploma in recreation, business administration or a related field.
• Demonstrated financial aptitude and cash handling experience.
• Demonstrated interpersonal and team skills.
• Strong communication, conflict resolution and public relations skills.
• Demonstrated ability to handle conflict.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, strategic, critical thinking and problem solving abilities.
• A highly developed sense of professionalism, tact and diplomacy.
• Must demonstrate respect for confidential and sensitive issues.
• Demonstrated telephone and public relations skills.
• Demonstrated ethical behaviour and business practices.
• A minimum of two (2) years of experience in a customer or administrative service related environment.
• A demonstrated ability to handle conflict resolution.
• Effective communication skills and the ability to work in a busy, multi-faceted environment.
• Working knowledge of spreadsheets, booking software, word processing and computer skills.

Nice To Haves

• Active Network (or related recreation management) software knowledge/awareness.
• A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
• The ability to communicate in both English and French.

Responsibilities

• Facilitate the booking and scheduling of all City rental facilities including ice pads, parks, sports fields, arena floors, campsites, pavilions, auditoriums, halls, and parking lots, and assist with special event bookings and marina reservations.
• Create and maintain bookings, booking schedules, and master schedules, issue rental agreements and permits, and collect payments using booking software.
• Apply relevant policies and documentation applicable to the rental/booking process.
• Communicate client rental requirements to the appropriate City department(s).
• Receive and process rental/booking payments and issue receipts.
• Receive, process, and file agreements and signed policies from clients, ensuring adherence to procedures and by-laws.
• Assist with the processing and distribution of accounts payable and receivable invoices, ensuring accuracy and proper coding.
• Prepare and post customer account adjustments.
• Prepare booking reports and analysis as required by management.
• Assist in the development of promotional materials and e-newsletters.
• Assist with staff training on the booking/scheduling software as needed.
• Assist with maintaining and updating information on the City website as it relates to the Community Services portfolio.
• Complete and distribute agendas and minutes to various committees, sub-committees, and working groups and provide administrative support as required.
• Perform administrative duties including word processing, minute taking, preparing agendas, photocopying, filing, invoicing, and credit card reconciliations.
• Monitor client challenges and scheduling conflicts.
• Exercise professionalism and conflict resolution skills related to user group bookings.
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies, and procedures.

Benefits

• OMERS pension plan
• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes: Hybrid work model for eligible positions, Flexible start time for eligible positions, Compressed biweekly work schedule for eligible positions

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree