POSITION SUMMARY: Under the general supervision of the Sport & Community Development Supervisor, key responsibilities include coordinating, maintaining, and participating in the booking of sport fields and facilities, including related rooms; ensuring usage time distribution adheres to the terms of the sport facility allocation policies; providing guidance to facility staff regarding the electronic booking system; and performing administrative, accounting and clerical functions related to the Section.

MAJOR RESPONSIBILITIES:

- Accepts registrations for sport facility, field, and room rentals from user groups; distributes time and space in accordance with policies; prepares seasonal activity schedules for sport facilities and enters schedules into the system.
- Prepares and distributes rental contracts and verifies their return.
- Redistributes returned and cancelled time to user groups.
- Liaises with user groups, concession operators, City departments, and general public regarding bookings, cancellations, account balances, arrears, and complaints.
- Answers telephone, email and counter inquiries; takes payments and issues receipts for rentals.
- Prepares advertising and sponsorship agreements and invoices.
- Updates website(s) and social media accounts.
- Verifies cash balance sheets and performs daily updates of current account balances.
- Verifies and applies payments to customer accounts from journal sheets in preparation of monthly invoicing; reconciles accounts and distributes customer invoices; follows up with user groups regarding non-payment of accounts.
- Performs general clerical duties, including but not limited to booking meeting rooms, catering orders, receiving and processing mail/mailouts,



arranging courier services, scanning, faxing, ordering and maintaining forms and stationary supplies, maintaining files, records, contact lists, and keying memos and letters, proofreading, editing, and photocopying.
- Maintains inventories of office supplies, process requests for print orders and co-ordinates the delivery and set-up of equipment and office furniture with facilities.
- Receives, documents and maintains a record of inquiries and requests; maintains records and contact lists related to sport facilities user groups.
- Maintains and distributes tournament, special events, and daily events calendars; prepares and distributes cancellation notices to facility and concession operators.
- Prepares and maintains financial and statistical reports.
- Performs the duties of the Facility Booking Coordinator and Facility Booking & Administration Clerk during absences, breaks and high-volume periods as needed.
- Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

- Minimum secondary school graduation; and
- Post secondary courses in introductory accounting or bookkeeping; and
- One year of office experience; or
- Equivalent combination of education and experience.

Skills/Abilities:

- Must be at a basic skill level in keyboarding, intermediate skill level in word processing,



and intermediate skill in spreadsheet software
- Ability to communicate effectively and concisely, both orally and in writing
- Must have good customer service and communication skills and be courteous and tactful in dealing with the public.
- Demonstrates strong initiative with the ability to independently prioritize and manage competing deadlines.
- Ability to exercise independent judgment when dealing with confidential or sensitive issues.
- Must be competent within the meaning of the Occupational Health & Safety Act.

CONDITIONS OF EMPLOYMENT:

- Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

General Information

As an equal prospect employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE:

It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression.Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

- Photos
- Any certificates that have photo identification
- Driver’s licences
- Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resourc

📌 Facility Booking Coordinator (Northeastern Ontario)
🏢 Thunder Bay
📍 Northeastern Ontario