Rentals and Bookings Assistant
Belleville, ON, Canada
Full Time
Community Services Department - Recreation Division
Entry Level
RENTALS AND BOOKINGS ASSISTANT
The City of Belleville, known as the ‘Friendly City’, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.
Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City. We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada’s oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small-town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. More information is available at www.belleville.ca
Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our Community Services Department as a Rentals and Bookings Assistant.
Closing Date: May 17, 2024, at 4:30 PM
Department: Community Services
File Number: SV24-59
Number of Positions: One (1)
Hours of Work: Monday to Friday, 8:30 AM - 4:30 PM
Employee Group: Administrative Group
Salary/Rate of Pay: Grade 11 ($58,387.97 – 69,509.08)
PURPOSE AND SCOPE:
As a member of the Community Services Department, this position reports to the Booking & Rental Supervisor and is responsible for professional support to the fast-paced rental and booking operations within the department, including, but not limited to:
- Providing positive and professional customer services for internal and external customers
- Responsible for the daily bookings/rentals for ice, meeting rooms, parks, community centres, sports facilities, and events
- Assist Booking & Rental Supervisor with all rentals and bookings, including the coordination of major special events
- Back up to the Rentals and Bookings Supervisor and Marketing & Client Services Supervisor, including supervision of full time and permanent part time staff and includes evenings and weekends
- Assist with the collection of confidential information pertaining to booking and special events
- In depth knowledge of Perfect mind booking software, time management principles and multi-tasking abilities
- Maintain/organize/intake all facility request form for rentals/events
- Work closely with the CSD Team as well as multiple departments throughout the City of Belleville
- Liaise with a variety of citizens, community user groups and organizations and effectively resolve conflicts as required
- Accessible nights and week-ends in order to assist in after-hour rentals/events and trouble shooting
- Support the formal application review and approval process for special events
- Provide logistical support for all rentals including indoor and outdoor facilities
- Must be available in the event of an emergency
- As a member of the Community Services Department, this position reports to the Booking and Rental Supervisor and is responsible for professional support to the fast-paced rental and booking operations within the department, including, but not limited to:
- Communicate/respond to inquiries from all external and internal clients such as user groups and individuals wanting to book sports, leisure and recreation activities within the City of Belleville
- Create seasonal and daily contract/permits for all ice, meeting rooms, parks, community centres, sports facilities, and events. (examples, minor sports seasonal contracts, day of or upcoming - one off rentals)
- Coordinate with various companies and user groups to organize and facilitate special events, including supporting the formal application review and approval process
- Prepare/update schedules for all facilities/parks staff in order to ensure proper equipment and staff resources are available
- Responsible for ensuring payments have been made through various collection methods in association with the Finance Department. Analyze monthly reports and identify any issues of concern. Work with clients to explain their statements and invoices.
- Assist with producing seasonal contracts/permits for harbours, sports facilities, parks, etc. (examples, seasonal boaters, regular minor sports groups and leagues seasonal bookings)
- Promote, market and research all Departments programs, parks and facilities to ensure maximized use and revenue through various tools such as the website, internet, electronic signs, tv displays, literature and word-of-mouth.
- Assist the Recreation Staff in developing and submitting the Department's rental revenue budget projections and propose facilities rental rates by investigating and researching local and regional comparator rates and trends.
- Maintain, update and input information on the Perfectmind booking software. Train staff and troubleshoot problems as required
- Attend meetings/site visits (indoor and outdoor), take minutes and liaise with community user groups/customers/businesses/promoters/City staff on event logistics and work with outside agencies to ensure their needs are met (AGCO, SOCAN, TSSA, ESA, insurance providers).
- Ensure that documents provided are accurate (examples, insurance certificate has the City of Belleville added as additional insured, dates are not expired, coverage amount is correct, Technical Standards and Safety Authority certifications valid, Special Occasion Permit valid, Smart serve names and registration numbers, etc.)
EDUCATION/SPECIALIZED TRAINING/SKILLS:
Minimum Qualifications:
- Two (2) year Post Secondary Diploma/Degree in a Business Administration related field.
- Proficient use of computers with advanced skills in word processing and spread sheet software (Excel, Internet, Word, Integrated Financial Programs, Recreation Programs, Website, etc.)
- Excellent communication Skills both oral and written
- Ability to work in a fast-paced environment
- Must be a team player
- Hold a valid Standard First Aid & CPR 'C' certificate
- Valid G driver's license, clean driver's abstract and access to a motor vehicle
- Project and/or event management education/certification
Minimum Qualifications:
- Two (2) to three (3) years' experience in the field of public relations, business, communications, marketing, customer service or related field.
- Two (2) years' experience in a municipal setting, experience in rentals and recreation an asset
- Knowledge of Inter-governmental relations and legislation.
WHAT’S IN IT FOR YOU:
- Competitive market salary
- Competitive employer-paid extended health benefits
- OMERS Pension Plan
- Opportunity to enter a hybrid work arrangement subject to applicable policies and approvals, following the successful completion of the probationary period.
- Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.
City of Belleville – Employment Opportunities
We thank all applicants who apply but advise that only those selected for an interview will be contacted.
Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant’s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting.
Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driver’s abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.
The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.
Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
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