Part-time Facility Booking Representative

Department

Recreation & Culture

Job Type

Regular

Number of Positions

1

Affiliation

Non-Union

Compensation Range

$35.90 - $39.02

Job Summary

Reporting to the Supervisor, Recreation Business Services and Facility Booking, the Part-time Facility Booking Representative provides support to the Facility Booking Office and staff.

This position is responsible for providing knowledge and expertise to liaise with customers and facilitate the creation of permits/contracts for the rental and use of Town indoor facilities (i.e., community rooms, halls, pavilions, gymnasiums, arena ice, arena floors, and pools), in compliance with section business processes and rental terms and conditions. Permit creation and completion includes informing on fees, insurance requirements, special occasion permit requirements, the collection, deposit, and reconciliation of payments, daily cash balancing reporting and procedures, the preparation and collection of booking packages (i.e., rental terms and conditions, set-up sheets, Municipal Alcohol Policy, if applicable, signed documentation) and all other administrative functions (i.e. permit amendments, cancellations) related to the booking of Town indoor facilities.

Job Duties Include

• Provide courteous and prompt customer service to those public or community organization contacts, requesting rental information by responding to numerous phone calls, replying to voice mails and emails, daily. 
• Provide exceptional level of service to customers, managing requests, concerns, issues, and complaints.  Receive customer feedback, resolving complaints promptly, providing solutions, desired services, alternatives, when possible, prior to escalating to Supervisor.
• Responsible for providing knowledge and expertise to liaise with customers and facilitate the creation of permits/contracts for the rental and use of Town indoor facilities (i.e., community rooms, halls, pavilions, gymnasiums, arena ice, arena floors, and pools), in compliance with section business processes and rental terms and conditions.
• Permit creation and completion includes informing on fees, insurance requirements, special occasion permit requirements, the collection, deposit, and reconciliation of payments (i.e., follow-up on scheduled payments due), daily cash balancing reporting and procedures, the preparation and collection of booking packages (i.e., rental terms and conditions, set-up sheets, Municipal Alcohol Policy, if applicable, signed documentation) and all other administrative functions (i.e., permit amendments, cancellations) related to the booking of Town indoor facilities.
• Maintain organized and accessible file systems and other related administrative processes regarding facility bookings.
• Ensure security, integrity and confidentiality of data collected at in Facility Booking Office.
• Verify accuracy of transactions (i.e., permits), reports and required signed documentation by conducting quality checks.
• Research and offer alternative facility booking options to resolve customer request.
• Accountable for the safe handling and security of monies and valuable department assets (i.e., cash tray, organization cheque payments and credit card information).

Qualifications/Skills

• Completion of a 2-year College Diploma within Recreation Leadership, Event Planning, Sport Administration, Business Administration, or a combination of training, education and experience deemed equivalent.
• Minimum 3 years progressively responsible experience in required field.
• Experience as a front-line customer service staff member, preferably in a municipal multi-use recreation centre environment.
• Proficient and experienced in retail and cash handling.
• Experience managing a cash drawer, pin pad, handling cash transactions, balancing cash and preparing end of shift financial reports and daily cash deposit reports.
• Proficient in Microsoft 365 (Word, Excel, Outlook), internet use and other related technologies.
• Superior organization, time management, planning and problem-solving skills.
• Excellent interpersonal, verbal, and written communication skills.
• Able to work a variety of shifts including evenings and weekends.

Nice to Have

• Experience and knowledge of the ActiveNet recreation software, specifically the Facility Reservation module, POS, and Reporting is an asset.
• Knowledge of Town of Ajax facility booking rules, processes and rental terms and conditions is an asset.

What is Offered to Staff

• Compensation: We offer competitive pay that reflects the responsibilities of the position.
• Hours of Work: This is a non-union position that works up to 24 hours per week.  The hours of work are various shifts Monday to Friday between 8:30 a.m. – 4:30 p.m.  Some evening and weekend work may be required based on the needs of the business.
• Town Perks: The Town offers part-time staff access to an Employee & Family Service Program, Health & Wellness Program, Town of Ajax Fitness Centre Combo Membership and a defined benefit pension plan (OMERS pension - https://www.omers.com/).

How to Apply

If this opportunity matches your interest and experience, please click the “Apply” button above and apply by 11:59 p.m. on the closing date:

September 17, 2026

Vacancy Statement

All job postings issued by the Town of Ajax are intended to fill existing vacant positions unless otherwise stated.

Are you a current Town of Ajax employee?

If you are a current Town of Ajax, please apply internally through the Jobs Hub app of your Workday account in order for your application to be processed as an internal applicant.

Equal Opportunity Employer

The Town of Ajax is committed to employment equity and building a workplace where all employees feel valued, respected and supported. We welcome applications from candidates of all backgrounds, especially those who have been historically excluded, including Black and Indigenous people, racialized communities, disabled persons, 2SLGBTQIA+ individuals, and others facing systemic inequities. If selected for an interview, you will be provided with an opportunity to indicate your access needs. We are committed to ensuring an accessible and respectful hiring process.

If you would like to request content in an alternate format, please contact Human Resources by emailing [email protected].

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Artificial Intelligence (AI)

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