Job Description

Position Overview
Resumes are being accepted for the position of Booking and Promotions Coordinator. Reporting to the Supervisor, Recreation Bookings, Events and Promotions, the successful candidate will act as the departmental lead responsible for coordinating promotions for Recreation Services, as well as work with a team to coordinate the booking and coordination of rentals, including tournaments, festivals and special events in City owned or operated facilities and parkland. Guided by the goals and objectives of the City of Guelph Corporate Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.
Key duties and responsibilities

• Lead the booking, allocation, coordination and scheduling of:

• Recreation facilities including arena ice/floor, swimming pools and meeting rooms.
• Outdoor Sports fields and parks.
• Picnic Shelters.
• Specialty facilities such as Market Square, St. Georges Square, City Hall Galleria and Riverside Park Amusement rides.
• Support program registration and front desk operations as required.
• Review, evaluate and respond to all event requests.
• Act as liaison between event organizers, City departments, and/or external agencies to facilitate bylaw and legislative compliance for rentals.
• Prepare and maintain a master list of special events and tournaments for civic and staff use.
• Ensure customers understand fees and charges related to their rentals/events. Coordinate the provision of consolidated cost estimates and invoices from all departments.
• Monitor and follow up on accounts receivables for facility rentals, special events, program registrations and memberships; Escalate to collections when warranted.
• Conduct postevent reviews with clients and staff and report all findings, observations and recommended process improvements maintaining updated event files.
• Assist with the preparation of annual work plans, annual business plans, and operating budgets for approval.
• Maintain and update the Special Event User Manual and related forms and promotional materials.
• Lead the production of the promotional material; work with Recreation Coordinators, management and other departments to ensure accuracy and timeliness.
• Assist with monitoring and managing expenditures and revenues for the promotional material.
• Liaise with Corporate Communications, programming/facility staff and management in the development of marketing and social media initiatives to increase the departments visibility.
• Primary staff person responsible for maintaining accuracy and currency of Recreation pages on Guelph.ca including related links, documents and forms.
• Research current and changing trends, functionality and best practices in event coordination, facility booking, and recreation marketing and promotions coordination; initiate and implement change where indicated.
• Assist with the preparation of Committee and Council reports and drafts.
• Respond to emergencies, inquiries and complaints and ensures a positive relationship between the public, outside agencies, and internal staff at all times.

Ensure compliance with the Occupational Health and Safety Act and Regulations, City of Guelph policies and established industry guidelines. * Perform other related duties as assigned.
Qualifications and requirements

• Experience related to duties listed above, normally acquired through the completion of a 2-year college diploma in recreation or event management, marketing, or related discipline and 2-3 years experience in facility allocations and bookings, coordination of events on municipal property, marketing, promotions and social media. Candidates with equivalent combination of education and experience may be considered.
• Experience with Perfect Mind or other recreation software (e.g. registrations and facility bookings etc.).
• Excellent customer service skills with the ability to resolve customer inquiries/complaints in an effective manner.
• Ability to work collaboratively with community groups, agencies, and organizations.
• Excellent analytical, problem-solving, and organizational skills.
• Advanced computer skills in Microsoft Office (Word, Excel, Outlook) including the ability to manipulate data and create complex Excel spreadsheets.
• Ability to create promotional materials and in the use of design and presentation software.
• Analytical and organizational skills with the ability to manage multiple timelines and assignments in order to meet deadlines in a very demanding customer service focused environment.
• Effective communications skills with the ability to communicate with all levels of staff, stakeholders and the general public.
• Mathematical skills with the ability to prepare financial records and statistical reports, correspondence, guidelines/procedures, and other written materials.
• A team player with excellent interpersonal skills and the ability to coordinate and guide the work of other departmental staff.
• Ability to analyze problems, identify alternatives and make recommendations to implement procedures and policies.
• Respect and understanding for how to handle highly confidential, sensitive issues and information.

Hours of work
35 hours per week, 7 hours per day, Monday to Friday between the hours of 7:00am and 5:00pm. Availability for evening and weekend shifts will be required.
Pay/Salary
CUPE 973: Grade 8: $33.19-$40.76 per hour
How to apply
Qualified applicants are invited to apply using our online application system by April 13, 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.
Please visit the job posting listed on our City of Guelph careers page and click on the Apply for this job button. Instructions will follow.
The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization's needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.
Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.