Scheduling and Events Coordinator

Job Details:
Permanent Full-Time (CUPE 132+)

Posting Status:
Open to all current Town of Oakville employees and external applicants

Closing Date:
Applications for this position must be received at oakville.ca by no later than 11:5+pm on May 8, 2025.

This position reports directly to the Manager and is responsible for providing programming support to the Sixteen Mile Sports Complex. Duties include tracking and maintaining statistical data for facility and program usage, for the receipt, correlation and distribution of facility permits and rental agreements for the Sixteen Mile Sports Complex, special event coordination, liaising with sports organizations and user groups for ongoing facility rentals, Xplor administration.

Job Responsibilities:

Coordination and overview of the facility permitting system for Sixteen Mile Sports Complex;
Ensures all permits are confirmed prior to booking dates, all associated requirements are met and appropriate fees are collected;
Produce invoices, account statements, apply interest charges and follow up on delinquent accounts as needed;
In coordination with Program and Technical staff maintains specialized equipment database;
Coordinate and supports community users with Special Events within the complex, including acting a town liaison to international, national and regional athletic competitions
Takes the lead role in coordinating, organizing and scheduling special events and competitions at the Complex
Provides excellent customer service for all external and internal customers;
Provides and assist with coordinating program facility use through facility bookings software;
Liaises with Technical staff and users to ensure technical needs are met for special events;
Produce and distribute facility user guides and information pamphlets as required;
Prepare and send out correspondence as needed;
Process miscellaneous facility revenue as required;
Recommend policy and/or procedural changes to the Manager where appropriate;
Provides support to Manager, Supervisor and Program staff for schedules and attendance tracking;
Provides marketing support for the facility and events through social media;
Provide back up support for Administrative services at Sixteen Mile Sports Complex and as Administrative support as required to additional town facilities including, but not limited to, Joshua’s Creeek, Maple Grove and Kinoak Arenas
Provides both Direct and Indirect supervision to Part-Time and PT/Permanent Customer Service staff
Other related duties, as required, including special projects;
This position works nontraditional hours including afternoon, evening and weekends.
Qualifications:

Two-year college diploma in Business Administration or related field, coupled with 3 years related experience in the recreation or cultural field including, special events management, promotion and customer service, database maintenance, customer service. However, an equivalent combination of education and experience may be considered.
Working knowledge and familiarity of recreation activities to assist internal users in coordinating and scheduling programs/activities and facility bookings.
Proficiency in EXCEL, and Word along with demonstrated analytical skills are essential.
Strong working knowledge of Xplor Recreation, J.D. Edwards Financials, and Share Point is desirable.
Excellent communication, interpersonal and customer service skills are critical.
Demonstrated experience working with sports user groups and event organizers
Working knowledge of technical supports needed for specialized spaces. i.e. lighting, sound systems, AV equipment, knowing when technician support is required.
Candidates must have excellent organization skills and be able to process high volumes of work, often with many interruptions and competing deadlines.
Must have the initiative to perform with little supervision.
Special Event management is an asset.
DATED: April 23, 2024

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for the interview is 70%.

We thank all applicants and advise that only those selected for an interview will be contacted.