Facility Rentals & Events Coordinator

at  Canada Games Centre

The Canada Games Centre (CGC) is a vibrant multi-sport community and recreation centre in Halifax, Nova Scotia. We are a 176,000 sqft facility operated by a non-profit society committed to promoting physical literacy, fitness and wellness, and to supporting the needs of high performance sport & athlete development. The Centre runs sport and recreation programs, camps, fitness classes and so much more in an inclusive environment. Located in Mi’kma’ki, the ancestral and traditional lands of the Mi’kmaq people, the CGC acknowledges the Peace & Friendship Treaties signed in this Territory and recognizes that we are all Treaty People.
Together, we inspire healthy active living.

POSITION SUMMARY

The Facility Rentals & Events Coordinator is responsible for overseeing the requests, inquiries, and bookings regarding all Canada Games Centre facilities and rooms. Additionally, this role involves maintaining organized electronic and paper files regarding bookings and events and facilitating the input of all bookings and rentals into our web-based customer management system.
This position will report directly to the Manager, Service Operations and will aid in providing support and leadership to a small, part-time, staff team. In addition to a commitment to exceptional customer service and a positive customer experience, the Facility Rentals & Events Coordinator must be highly organized, manage time effectively, have exceptional attention to detail,and complete scheduling tasks in a timely and efficient manner. This is a client facing role where professionalism and networking are key to success.

REQUIRED QUALIFICATIONS

• Minimum of two (2) years of experience in a recreation/events facility in a similar role or combination of school and work experience
• Detail-oriented and strong communication and customer service skills
• Strong organizational and negotiation skills
• Exceptional attention to detail
• Demonstrated ability to multi-task
• Proficient in Microsoft Word and Excel
• Ability to exercise discretion, good judgement, and tact and maintain a high degree of confidentiality
• Supervisory and leadership experience

DESIRED QUALIFICATIONS

• Current First Aid/AED Certification
• Knowledge of RecTrac and Legend computer software system
• Experience scheduling staff

EDUCATION & EXPERIENCE

• Degree/Diploma in Recreation Management, Business Administration, Event Management, Office Administration or related discipline and combination of experience
• Strong background in recreation, sport and events as an employee, volunteer and/or participant
• Ability to work independently and as part of a team
• Demonstrates excellent verbal, written and oral skills
• Possess strong coordination and leadership skills
• Ability to coach, train and guide peers, volunteers and participants

• Hours will consist of daytime, evening, and weekend hours. Individual must be flexible to meet the needs of the organization
• Be onsite for all events and major bookings to assist with set-ups, teardowns, and to be the main point of contact for the renter and to provide directions and leadership to staff
• Schedule staff for rental set-up and be the first line of contact for renter concerns regarding room rentals and events before, during, and after their rental
• Conduct training and onboarding for new staff in department
• Conduct on-going inventory and equipment checks for all areas relating to role
• Work to expand and improve on current facility rentals for the facility
• Work in conjunction with programming staff in Recreation, Aquatics, and Fitness to ensure scheduling of the Field House, Track, and Pool are maximizing space for both rentals and internal programs
• Responsible for the timely and accurate entry of related revenue into the customer management system
• Generate daily and weekly schedules for various internal and external end-users
• Communicate effectively and in a timely manner with public, user groups, and staff
• Continuously update user groups, customers, and staff regarding schedule changes for rentals and set-ups
• Maintain organized electronic and paper files regarding bookings and updated contact lists for clubs, organizations, and user groups
• Process payments and perform invoicing for recurring renters and assist in the collection of revenue from late paying renters
• Ensuring readiness and cleanliness of rental and events spaces
• Supervise Party & Events staff and perform timely performance reviews in accordance with internal HR policies and procedures
• Prepare and submit payroll for staff team
• Assist in developing and expanding any procedural documents and training materials necessary for end-users and staff
• Ensure Safety Standards are in met in the Field House, Community Rooms, and Track
• Complete additional projects as assigned by the Manager, Service Operations