Recreation Software Administrator (PFT)

Located in the heart of Southwestern Ontario, Norfolk County is where big vision meets unlimited potential.

As one of Ontario’s largest single-tier municipalities and home to over 70,000 people, Norfolk is bold, diverse, and proudly local - a municipality that thrives on innovation, collaboration, and connection. Here, you’ll find endless opportunities to grow your skills, expand your ideas, and shape your career.

As a Recreation Software Administrator, you’ll manage and optimize recreation systems, ensuring reliable access for program registrations, facility bookings, and customer services. Your work will enhance user experience, support staff operations, and strengthen efficient, high‑quality service delivery across Norfolk County’s recreation programs.

Big vision. Real opportunities. Unlimited potential. That’s Norfolk.

Duties and Responsibilities

• Act as a liaison with internal departments, external agencies, vendors, and software partners to support Xplor Recreation (PerfectMind), ENCORE, SwimGen, PastPerfect and related systems.
• Oversee, configure, and maintain the Xplor Recreation (PerfectMind) system, including XR Mobile App, database structure, backend processes, user management, payment review, reporting, and change management.
• Support program registration and front desk operations as required.
• Develop, customize, prepare, maintain, and summarize reports using Smart Client and other reporting tools.
• Develop and maintain documentation for system requirements, workflows, processes, guides, and application development.
• Support and manage auxiliary equipment and integrated hardware (e.g., Point of Sale equipment, scanners, card readers) related to recreation software systems.
• Assist with internal and external audits of recreation software systems and associated data and supports system performance evaluation and improvement initiatives.
• Coordinate business process improvements and service delivery enhancements that support effective registration, facility bookings, memberships, passes, Point of Sale, subsidies, and online services.
• Coordinate and enhance daily front‑desk and client service operations as they relate to recreation software and customer experience.
• Develop, deliver, and maintain a comprehensive annual training program for staff and new hires on recreation software systems and related customer service processes.
• Develop and implement quality assurance standards and service delivery benchmarks related to recreation software use.
• Collaborate with Finance and Information Technology Services on reconciliations, equipment purchasing, system integrations, and the development of new or revised financial and operational processes.
• Complete daily, monthly, and annual financial reconciliations; assist with cash handling procedures, refunds, credits, adjustments, deposits, and monitoring of outstanding customer balances.
• Coordinate website content updates and maintenance in collaboration with the Communications Department.
• Support the Facility Booking Clerk and provide backup support to customer service and facility booking functions as required.
• Provide escalated support for customer inquiries, online registration assistance, complaint resolution, and issue escalation in a professional manner.
• Maintain and update client records and databases, ensuring accuracy and integrity of customer information.
• Participate in industry meetings, committees, conferences, and forums to maintain current knowledge of recreation software trends and best practices.
• Model and practice HIGH FIVE–Principles of Healthy Childhood Development and Principles of Healthy Aging.
• Other duties as assigned.

Requirements

Knowledge and Experience

• Completion of a two-year college program in Recreation and Leisure studies, sports management, business administration, information technology or a related program.
• Minimum of three (3) years of relevant experience, including a combination of experience working with Xplor or related recreation management software as well as experience in customer service.
• Experience developing and delivering training programs for staff and system users.
• Experience in leading change and deploying business improvement.
• Competent use of additional computer applications including Microsoft Office, SAP and the Internet.
• Experience preparing facility rental contracts is considered an asset.
• Experience working in a municipal environment would be considered an asset.
• Valid Driver’s Licence and access to a reliable vehicle.
• Experience with Project Management is considered an asset.
• Valid Standard First Aid and CPR certifications is considered an asset.
• HIGH FIVE certification is considered an asset.

Skills and Abilities

• Considerable knowledge of the terminology, methods, practices, and techniques used in the Customer User Interface and Administrator User Interface; (ENCORE, Xplor Recreation, PerfectMind and Smart Client) specifically with Program Registration, Membership, Facility Reservation, Point of Sale System, Accounting, and Reporting modules.
• Knowledge of computerized financial management, accounting, and data processing.
• Knowledge of supporting mobile or software applications and how they are utilized in the daily operation and administration of Xplor software (e.g., Paramount, FMW).
• The ability to provide hardware support, as required by the recreation software and business processes. (e.g., scanners, card readers, and point of sale terminals).
• Outstanding customer service skills with an ability to establish and maintain positive and effective working relationships with employees, vendors, and the public.
• Exceptional oral and written communication skills along with strong customer service and interpersonal skills.
• Well-developed time management and organization skills.
• General knowledge of accounting principles and a strong comfort level with completing financial transactions.
• Highly developed analytical skills for complex problem solving.
• Proven ability to be flexible with frequent interruptions and shifting priorities in a changing environment.
• Ability to think strategically and conduct project work with a focus on strategic outcomes.
• Innovative mindset, open to new ideas and able to consider various approaches to challenges and opportunities.
• Able to work independently and as part of a team.
• Able to work variable, scheduled hours including evenings and weekends.
• Must be aware of safe work practices as they relate to job responsibilities and work environment and have the basic understanding of the Occupational Health and Safety Act.

Benefits

Posting #: CUPE 32.26

Position: Recreation Software Administrator

Position Code: 3RCRSA

Status: Permanent Full Time

Number of Vacancies: 1

Employee Group: CUPE Local 4700

Wage: $27.09 - $33.90 per hour (under review)

Hours Worked per Week: 35

Division: Community and Development Services

Department: Parks, Recreation and Culture

Reports to: Manager, Recreation and Culture

Location: Simcoe, ON

Posting Period: May 26, 2026 - June 8, 2026

How to Apply:

• Ensure the file extension for your resume document is .doc, .docx or .pdf
• If you are electing to include a cover letter, the cover letter and resume must be uploaded as 1 file.
• Find out more information about Norfolk County here: Employment at Norfolk County - NorfolkCounty.ca

The Corporation of Norfolk County is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

The Corporation of Norfolk County does not use Artificial Intelligence for the purpose of screening, assessing, or the selection of candidates.

Successful applicants are required to provide the Employer with a current Criminal Record Check, including a Vulnerable Sector where required and verification of education.

Thank you for your interest in this position. Only those to be interviewed will be contacted.