POSITION SUMMARY

Reporting to the Director of Operations, the Facility Bookings & Events Manager is responsible for the comprehensive oversight, coordination, and administration of facility bookings, events, reservations, and related services across City Centre Park. This position plays a key role in ensuring the successful delivery of a diverse portfolio of activities and events throughout the complex, including bookings within the arenas, sports fields, meeting and event spaces, City Centre Grille, Langford Lanes, and other facilities and locations operated by City Centre Park.

The Facility Bookings & Events Manager is accountable for managing the booking process from initial inquiry through to event completion, ensuring that client requirements are understood, communicated, and effectively coordinated with the appropriate internal departments and external service providers. The position is responsible for maintaining strong customer and client relationships, maximizing facility utilization, supporting revenue generation, and ensuring bookings and events are delivered in a qualified, organized, safe, and customer-focused manner.

This role requires a agile, enthusiastic, and highly motivated individual with exceptional organizational and interpersonal skills and a strong commitment to customer service excellence. The Manager will act as a key point of contact for clients, user groups, event organizers, vendors, and community partners, while working closely with internal stakeholders to coordinate operational requirements and ensure a seamless customer experience.

This role will provide leadership and direction to booking and event staff, establish and maintain effective operating procedures, and ensure staff are appropriately trained and supported in delivering exceptional service. The position will oversee scheduling, event coordination, facility requirements, client communications, contracts and related documentation, invoicing and administrative processes, and the resolution of booking or event-related issues.

This position will work collaboratively with Operations, Facilities, Hospitality, Guest Services, Finance, Marketing, Back of House, and other departments to ensure all aspects of bookings and events are properly planned and communicated. This includes coordinating facility setups, staffing requirements, equipment and resource needs, food and beverage services, vendor access, event timelines, and other operational considerations necessary for successful event delivery.

This position is also responsible for the overall coordination and administration of City Centre Park’s sports leagues, including the Roller Hockey League, ensuring leagues are effectively scheduled, organized, and delivered in accordance with established operational and customer service standards.

The successful candidate will be a dynamic, highly organized, and proactive leader who can balance operational requirements with business objectives while maintaining a strong focus on customer satisfaction. They will possess the ability to build lasting relationships, lead a team effectively, manage complex event requirements, and ensure that every booking and event reflects City Centre Park's commitment to professionalism,



service excellence, and a positive customer experience.

Fluency in basic bookkeeping practices/principles, spreadsheets, and financial management would be considered an asset.

TYPICAL DUTIES AND RESPONSIBILITIES:

Event Management

- Work with clients on the implementation and execution of events, ensuring smooth operations on event day.
- Oversee meeting room rentals and catering requests.
- Act as a primary managerial point of contact for all event-related inquiries by both internal and external stakeholders.
- Ensure that all events are compliant with standards and requirements for acceptable risk management (insurance, pre-event walk, in office safety assessments, etc.).
- Grow, develop, and enhance the events portfolio by exploring strategic avenues for growth.
- Oversee on-site coordination for all events to ensure that client expectations are consistently met and exceeded.
- Ensure that Facility Use Agreements are completed accurately and according to expectation.
- Work collaboratively with the Marketing Coordinator to enhance the visibility of bookings and events.
- Perform a variety of administrative tasks including the preparation of work plans, reports, catering orders, departmental reports, etc.
- Perform routine site inspections to ensure that facilities meet all expectations for safety, security, and cleanliness.
- Address any onsite client issues promptly, ensuring smooth event execution.
- Act as primary support for all events-based correspondence, including the shared email account.

Facility Bookings

- Complete managerial oversight of all bookings at City Centre Park.
- Strategically coordinate the seasonal facility allocation process in order to maximize facility usage.
- Act as a primary managerial point of contact for all bookings-related inquiries by both internal and external stakeholders.
- Communicate with clients by phone, email, and in person.
- Respond to inquiries regarding facility availability, fees, rules, and services offered.
- Respond to customer concerns and special requests in a timely manner.
- Ensure shared bookings calendar is accurate and up-to-date.
- Act as primary support for all bookings-related correspondence, including the shared email account.
- Process new bookings, cancellations, and changes - including preparation of contracts, collecting insurance documents, and overseeing other related record keeping and administration.

Invoicing and Client Management

- Oversee the invoicing process for bookings/events.
- Invoice clients and process corresponding payments accordingly.
- Ensure that client accounts are always up-to-date.

League Coordination

- Oversee the day-to-day administration and operation of the roller hockey league, including season setup, scheduling, registration, payments, waivers, standings and playoffs.
- Coordinate and communicate with team captains,



players, referees, and scorekeepers throughout the season.
- Monitor and enforce league rules, policies, player eligibility and disciplinary matters, including suspensions and incident follow-up.
- Coordinate with the Head Referee and facility staff to ensure smooth game-day operations and address issues as they arise.
- Maintain accurate league records, statistics, schedules and game information in eSportsDesk.
- Support Board and Captains’ meetings, league communications and general league administration.
- Assist with the administration of Slo-Pitch and other league programs as required.

General

- Maintain strong working relationships with clients and related community groups.
- Ensure that policies related to the administration of the booking and events portfolio are followed consistently (refunds, damage, etc.).
- Ensure that there is strong adherence to contractual obligations by clients and conduct necessary follow-up, when needed.
- Effectively manage two direct reports (Event Coordinator, Facility Bookings Clerk).
- Address and resolve client concerns in a timely manner.
- Assist with policy and procedural development, as needed.
- Mediate disputes and minimize conflicts that may arise between user groups.
- Assist with other duties as assigned by management.

REQUIREMENTS/COMPETENCIES

- University degree or college diploma in business, business administration, business management, event coordination, recreation, or a related field is preferred.
- Experience in event coordination/management would be considered an asset.
- Knowledge of recreation program administration, management, and delivery would be an asset.
- Demonstrated ability for accuracy and thoroughness.
- Strong communication, multitasking, and problem-solving skills.
- High tolerance for change.
- Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable and courteous communication when dealing with client groups and other organizations.
- Proficient in Microsoft Office.
- A demonstrated commitment to customer service excellence.
- Creative problem-solving abilities.
- Ability to effectively manage multiple work assignments simultaneously.
- Willingness to learn, grow, and adapt to the changing needs of the role and the facility.
- Fluency in basic bookkeeping practices/principles, spreadsheets, and financial management.

While this is primarily a daytime role, this position will be required to work a variety of shifts, including evenings and weekends, in order to respond to the rapidly changing needs of the business (event coverage, etc.). Therefore, flexibility is required. DISCLAIMER: This description has been designed to identify the key responsibilities of the job and the nature of the work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and tasks required of employees assigned to this role.

Job Type: Full-time

Pay: $65,000.00-$80,000.00 per year

Benefits

- Casual dress
- Company events
- Company pension
- Dental care
- Discounted or free food
- Extended health care
- On-site parking
- Paid time off
- RRSP match

Work Location: In person

📌 Manager - Bookings & Events (Victoria)
🏢 City Centre Park
📍 Victoria