Facilities and Special Events Administrator

Job Responsibility:

Join us to shape the future of St. Catharines!

About the City:

At the City of St. Catharines, we are committed to realizing the vision outlined in The City of St. Catharines - Strategic Plan 2023 to 2027. Our goal is to cultivate a city that thrives on safety, innovation, sustainability, and caring, not just for today, but for generations to come. Join our team and be part of a meaningful journey to shape the future of our community, leaving a lasting impact that extends far beyond the present.

What You Will be Doing:

• Liaise with internal program staff and external facility user groups on a regular basis to determine current and future facility allocation requirements.
• Share information with the public about availability of facilities, types of services, etc., to ensure best time and appropriate venue is offered.
• Handle all inquiries and information from the public, in person, on the telephone or by e- mail in order to deliver a wide range of information on the City's programs and facilities.
• Prepare and process all client contracts, invoices and related documentation ensuring accuracy of dates, times, locations and client information.
• Book tournaments and special events for Parks, Recreation and Culture Services and ensure the necessary requirements are met for these events.
• Responsible for administrative duties related to facility bookings including maintenance of files for all contract holders, receive payments and issue receipts, account receivables tracking and daily reconciliation for deposits, daily cash balance reports, facility usage reports monthly reporting,.
• Communicate with facility employees and other inter-departmental and Regional staff on upcoming rentals, special events and customer service issues.
• Ensure internal and external user groups are in compliance with divisional policies/agreements, including Allocation Policies and legislative requirements.
• Collect and review facility statistics related to usage, user groups and rental duration; providing initial analysis and benchmarking to Supervisor.
• Receive and document all complaints. Resolve issues in a timely manner. Refer any escalating situations to the Supervisor. Identify trends and opinions of the public and ensure appropriate persons are notified.
• Attend various community group meetings as required.
• Assist with marketing campaigns for recreation facilities.
• Work in a team and ensure the highest customer satisfaction.
• Perform other similar and related duties, as requested.

These responsibilities outline the principal functions of the position and serve as a guiding vision for the role's impact and contribution.

About You:

Qualifications:

• Minimum of Grade 12 education.
• One (1) year experience in a customer service related position in a recreation field.
• Proven experience in MS Office Suite software and facility booking applications.
• Proven ability to work within a fast-paced, multi-tasking team environment.
• Knowledge of municipal operations and recreational facilities and programs are an asset.
• Current First Aid and CPR Certificates.

Skills:

• Excellent customer service skills with the ability to communicate well, both in writing and orally, with a variety of stakeholders in a variety of situations.
• Effective time management skills with the ability to prioritize and organize work to meet deadlines, and the ability to deal with multiple demands.
• Excellent organizational and administrative skills with the ability to work independently and in a team environment.

Other Requirements:

• Working knowledge of all relevant Acts, legislation and applicable regulations (e.g. Occupational Health and Safety Act etc.).
• Proven completion of Ministry of Labour Worker Health and Safety Awareness training.
• A demonstrated commitment to enhancing a safety culture.
• Proof of education will be required upon hire.

What's in it for you:

• Salary & Benefits: Get a competitive salary plus health, dental, vision, and life insurance coverage (for eligible positions).
• Pension Plan: Enjoy enrollment in the OMERS pension plan with matched contributions for a secure retirement. Learn more at OMERS.
• Flexibility: Achieve work-life balance with our hybrid work environment (for eligible positions).
• Professional Development: Access training and development funds to support your career growth.
• Make Your Mark: Share your ideas, drive change, and leave a lasting impact through modernization efforts.
• Great People: Work with a supportive team and a leadership team focused on growth and success.

Other Job Details:

• Pay Rate: $52,579 to $59,077
• Employee Group: CUPE 157
• Department: Community, Recreation and Culture Services
• Position Type: Permanent, Full-time
• Work Mode: Hybrid
• Work Location: Seymour Hannah Sports and Entertainment Centre
• Hours of Work: Monday to Friday and/or Tuesday to Saturday; Day shift 8:30 a.m. to 4:30 p.m., Afternoon Shift 10:00 a.m. to 6:00 p.m., Night Shift 12:00 p.m. to 8:00 p.m.
• Number of Openings: 1
• Job ID: 2025-111
• Posted Date: May 2, 2025

Additional Information:

To ensure fairness and efficiency in our recruitment process, we kindly request that all applications be submitted through our official portal at Applications received through other channels will not be considered. We also advise applicants to maintain up-to-date contact information and regularly check their spam and junk email folders, as important communications regarding their application may be directed there.

For applicable positions, the recruitment process will be conducted using video conference technology. Please note that for certain roles, in-person interviews may be required.

They City of St. Catharines does not use AI Technology in any part of the recruitment process.

Employment Equity, Inclusivity and Accommodation:

Dedicated to fostering an inclusive and accessible work environment, the City of St. Catharines is an equal opportunity employer committed to accommodating the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). We encourage applicants to inform the Human Resources Division of any accessibility needs to ensure they are accommodated throughout the recruitment and selection process.

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