Facility Scheduler

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The Facility Scheduler will be responsible to manage booking requests, schedules, reservation details and coordinate the rental of all municipal facilities, parks, and sports fields in accordance with facility allocation policies. This position will manage the reservation process from inquiry to completion for both rentals and special events ensuring positive relationships are developed and maintained with facility users.

Reporting To: Facility Supervisor

Responsibilities:

1. Respond to facility booking requests for park and facility spaces - e.g. provide general information; explain processes, timelines and forms required for facility booking applications

2. Enter permit information and schedule bookings for indoor and outdoor facilities ensuring that efficient use of facilities is maintained.

3. Act as the liaison between renters, user groups, department staff, and any other interested parties to communicate event set ups, special requests, schedule changes and facility interruptions.

4. Organize and attend meetings with renters, special event organizers and facility user groups as required.

5. Record information on any complaints received and respond to those of a minor nature or escalate for resolution as necessary.

6. Provide input during the annual User Fee By-Law process for facility space, amenities, and administrative items.

7. Share feedback with the appropriate supervisor or manager as it pertains to facility usage and booking processes.

8. Complete financial administration for bookings - e.g. itemize parks equipment rentals for event bookings, process rental payments, process returned payments, produce accurate receipts, add penalties for past due invoices, issue refunds for cancellations and issue facility booking invoices

9. Verify bookings are up to date and investigate discrepancies for month end billings.

10. Advise renters regarding relevant policies such as the Alcohol Risk Management Policy (ARMP) and verifies that renters have insurance and ARMP requirements.

11. Coordinate tours of facilities including rooms and answers a variety of questions.

12. Provide back-up administrative support for the Davidson Centre as necessary.

13. Comply with Municipality of Kincardine policies and procedures.

14. Perform other tasks as assigned by management.

Education & Experience Requirements:

• Post-Secondary education in Recreation & Leisure Studies, Business or a related field
• 2 years of experience in a similar role within a Facilities and Recreation department
• Experience with ActiveNet would be considered an asset
• Experience with City Works would be considered an asset

Required Knowledge, Skills & Competencies:

• Understanding of the dynamic nature of multi-purpose facilities is considered an asset
• Strong communication skills, both oral and written, with the ability to interact effectively with a variety of stakeholders
• Excellent relationship skills involving the ability to build, maintain and nurture connections with others
• Good time-management skills and the ability to manage multiple competing priorities
• Strong organization skills and attention to detail
• Excellent customer services skills
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Demonstrated work history that highlights teamwork and a positive attitude

Employment Information:

• Permanent, Full-Time Position
• 35 Hours per Week
• Compensation - Group 7 (Step 1 $31.96/hr - Step 5 $39.94/hr)

Qualified candidates are invited to submit their application at www.kincardine.ca/careers using the online form no later than November 5, 2025 at 12:00PM. Applications MUST be submitted through the Municipality of Kincardine website to be considered.

Job Types: Full-time, Permanent

Pay: $31.96-$39.94 per hour

Expected hours: 35 per week

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person