Scheduling Administrator

About the City of Welland…At the City of Welland, we're continuously rewriting our story. Not because we don't know where we're going, but because we are constantly reaching for new heights, engaging in new approaches, and pursuing what many believe to be unattainable or too ambitious. At the City of Welland, we're not satisfied with the status quo. And we're certainly not satisfied with doing things simply because that's how they were done in the past.

We expect our population to increase to over 80,000 in the next 20 years, and serving a diverse, growing community requires strategic thinkers, norm breakers, and passionate civil servants. In Niagara, Welland's growth leads every other municipality, and the City is becoming the region's heartbeat. So, we invite you to author your chapter and contribute to the overall body of work the City of Welland is creating.

At the City of Welland, your ideas are nurtured, your input is invited, a healthy work-life balance is available, and most importantly, your voice will make a difference. So, if that sounds like something you want to be a part of, we want to hear from you. We're ready when you are.

Reporting to the Supervisor of Festivals and Events, this position is responsible for facilitating and administering permits for the rental and use of City of Welland indoor and outdoor facilities, including parks and green spaces. Acting as the primary liaison between customers, community organizations, City departments, and external agencies, the position facilitates the permit process from initial inquiry to booking confirmation.

Responsibilities include identifying suitable facilities, communicating fees and requirements, coordinating approvals, ensuring compliance with regulatory requirements, and processing and reconciling payments while delivering excellent customer service.

• Facilitate the booking and rental of City facilities and spaces by preparing permits, scheduling rentals, and collecting required documentation, including insurance certificates and Special Occasion Permits.
• Coordinate and administer the allocation of City facilities, parks, and recreation spaces, balancing competing requests and priorities in accordance with established policies and procedures.
• Respond to public inquiries regarding facility rentals and, when required, conduct site tours of available spaces.
• Provide information and guidance on policies, procedures, fees, and requirements related to City facility and equipment rentals.
• Prepare for and participate in seasonal allocation processes, Call to Action meetings, SEART meetings, site reviews, and permit creation activities.
• Monitor rental accounts and ensure payments are received in accordance with established payment schedules.
• Liaise with management, recreation coordinators, and other City departments regarding facility and space allocation for events, festivals, programs, partnerships, and community use.
• Coordinate post-dated cheque deposits with Customer Service staff and prepare customer statements for outstanding rental balances.
• Prepare and distribute weekly rental schedules for City facilities and communicate schedule changes to appropriate staff.
• Prepare correspondence, reports, forms, budget-related documents, and maintain accurate scheduling and filing systems.
• Review rental processes, procedures, and policies with management and coordinators and recommend improvements as appropriate.
• Maintain effective working relationships and provide courteous, professional service to the public, community organizations, City staff, and external stakeholders.
• Perform other related duties as assigned.

• Completion of a 2-year College Diploma within Recreation…