Facility Booking Coordinator

Position Summary

Responsible for the coordination of bookings and permitting for municipal sport, recreation, and community facilities, including leagues, tournaments, and special events. Act as the primary liaison with community groups, minor sport organizations, and event organizers, providing guidance and support to ensure applications, insurance requirements, and operational practices comply with City policies and standards. Exercises independent judgment in facilitating access to municipal facilities while maintaining high standards of customer service and operational integrity.

Key Responsibilities

1. Review of all user group permits scheduled in multi-use complexes, and coordinate activities to ensure bookings do not conflict. This includes providing solutions to potential conflicts and working with stakeholders to ensure needs are met, identifying maintenance requirements for municipal facilities based on feedback from user groups, and preparing and submitting maintenance work orders and follow up on related concerns.
2. Assist in the preparation of service area budgets, by providing financial data from facility operations upon request.
3. Act as the primary contact for sports league permits. This includes coordination between facility booking / permitting and the Facility Operations Team. Ensure the timely communication of essential information to front-line and operations staff, enabling them to effectively prepare for and fulfill facility booking requests and services. Lead communication processes related to facility bookings and permitting services, including handling requests, service requirements, and updates regarding facility needs.
4. Assist with the preparation of statistics, policies and reports, by collecting relevant data to support decision-making. Assist in reviewing and updating policies to ensure compliance with municipal regulations. Prepare clear, accurate, and timely reports for internal and external stakeholders. Support division operations by evaluating trends, identifying issues, and making recommendations, and ensure records and reports are maintained in accordance with municipal standards.
5. Responsible for accounts receivable processes, including reconciliation of preauthorized payment plans, unpaid invoices, incomplete payments, including NSF charges, and collection of overdue fees.
6. In the absence of the Facility Booking Assistant, maintain accounts payable processes for the facility booking team, including the preparation of purchase requisitions, approval and other authorization memos, petty cash reconciliations, review, and preparation of staff VISA transaction reports, and assigning appropriate accounting codes as outlined by management. Respond to customer service inquiries and accept in-person payment through recreation software during office hours.
7. Develop, implement, and oversee facility booking contracts and agreements with user groups, individuals, and organizations, ensuring compliance with established policies and procedures. Manage facility inquiries and bookings in the Recreation Software System, including space allocation, scheduling adjustments for inclement weather, assignment of rates, and accurate setup of reservations. Provide guidance and options to users throughout the permitting process. Serve as a key point of contact for facility users, balancing operational needs with customer satisfaction.

Key Responsibilities Continued

8. Prioritize applications received regarding facility inquiries as it relates to the implementation, and data entry of facility bookings in the Recreation Software System. This includes space allocation, inclement weather adjustments, assignment of rates and ensuring correct set up of bookings within the software.

9. Provide ongoing guidance and support to CSRs, including answering questions, resolving complex customer issues, providing troubleshooting support, and ensuring team members have the information needed to perform their duties efficiently and accurately. Act as a subject matter expert for facility bookings and related processes.

10. Support the division in the coordination of communication resources related to sport permitting, ensuring the correct display of online booking availability, and updating outfacing communication to clients, including phone messages, display boards, and digital communications.

11. Participate in various divisional staff meetings and provide support to the Recreation Administrative Services Coordinator as directed. Serve as a research resource for facility projects, compiling recreation software reports, sharing information as required with other departments and partner organizations. Serve as a resource for annual sport user group meetings by preparing and distributing meeting notices and minutes.

12. Serve as the primary liaison for major sports organizations, leagues, community groups, and other users of municipal sport, recreation, and community facilities, including arenas, multi-use rooms, and parks. Provide guidance, resolve conflicts, and ensure compliance with City policies and operational standards. Manage bookings to ensure critical timelines and a/locations are met, working collaboratively with users to resolve conflicts and negotiate solutions that meet organizational and user needs. Lead meetings with user groups as required to maintain strong partnerships and ensure smooth, efficient operations. Exercise leadership in planning, prioritizing, and evaluating group needs to support effective service delivery, demonstrating a high level of independent decision-making and accountability.

13. Evaluate annual league allocations. Recommend adjustments based on actual usage in accordance with corresponding policies and procedures. Ensure that partnership, joint field use agreements, and other procedures are followed as directed and communicate with local school boards regarding field usage and scheduled bookings.

14. Communicate with event organizers insurance requirements, including the review of applications, certificates of insurance, and provide support and clarification to event organizers to adjustments required in insurance certificates. Clarify requirements with City Insurance and Risk Management as required. Effectively resolve public concerns regarding recreation facilities and escalate concerns with the Service Area Manager.

Education and Experience

Requires a Community College Diploma in Recreation or equivalent, with up to 3 years of previous and on-the-job experience in facility booking, insurance, and recreation software. Must have excellent communication skills (verbal, written, presentation), strong organizational and administrative abilities, and proficiency in Microsoft Office (Excel, Outlook, Word). Program and facility responsibilities may require irregular work hours.

Compensation

Cupe 126 - Job Class 9

$73,109.40

Hours of Work and Location

Flexibility regarding work schedule including evenings, weekends and holidays.

Advertisement Closing Date

Friday, November 20, 2026 at 11:59pm

Accommodation Needs and Protection of Privacy

The City of Peterborough is an organization that strives to embrace the spirit of inclusion, diversity, equity, and accessibility. We are an equal opportunity employer committed to building an inclusive and barrier-free environment in which all individuals have access to the City's goods, services, and facilities. If contacted for an employment opportunity, please advise People and Culture if you require an accommodation.

The personal information submitted for employment is collected under the Freedom of Information and Protection of Privacy Act and will be used to determine eligibility for employment. We thank you for your application but advise that only those selected for an interview will be contacted.