Facility Booking Coordinator, Community Programming & Partnerships
Vacancy: Yes
Posting #: CUPE-2026-41
Posting Period: August 31 - September 13, 2026
Employer Group: CUPE Local 4700 (Haldimand)
Reporting to: Supervisor, Community Programs
Grade: 7
Wage Range Hourly: $30.924 - $35.799
Position Status: Temporary Full-Time (Until approximately March 1, 2027)
Work Hours per Week: 35
Location: Cayuga, ON (Haldimand County Administration Building)
- Interpersonal Communication
- Collaborative Skills
- Technology Use
- Self-Direction
The incumbent will be responsible for the administration of the Facility Booking and Ice Allocation Policy, while providing all aspects of scheduling and coordinating facility bookings and providing functional guidance associated with the ActiveNet software as required by user groups and other individuals.
This position will also work closely with customers including the public, community groups and staff to ensure efficient use of County facilities and programs. It is imperative that the incumbent provides quality customer service on a daily basis to assess and address concerns, complaints and issues to help develop approaches to effectively problem solve or manage conflict.
Lastly, the incumbent will be the System Administrator for all aspects of the County’s automated booking registration system including internal set up, daily maintenance, customer accounts, user access, security, staff training, and seasonal and year-end processes. They will ensure that facility bookings and program accounts are current. Additionally, they will issue invoices, statements and refunds to provide financial reporting as required.
- Grade 12 plus an additional program of over one (1) year and up to two (2) years.
- Over three (3) years and up to four (4) years, related experience including customer service, conflict resolution, scheduling and use of an automated registration and booking system.
Or equivalent to the above.
- Good understanding of municipal government, its operations and services to ensure rentals and events are in compliance with County policies, by-laws and other governing agencies.
- Strong knowledge of business processes including bookkeeping, records management, production of statistics and reports.
- Superior interpersonal and customer service skills with demonstrated ability to diplomatically deal with stressful situations and conflict resolution.
- Ability to influence multiple stakeholders (user groups/public and staff) to reach County objectives.
- Ability to identify issues and recommend solutions to mitigate risk (political, reputational, legislated).
- Excellent communication skills (listening, written, verbal, instructional/training) including: addressing administrative issues; inquiries from the public/user groups/staff; generating documents to support the role (contracts, user protocols); staff training.
- Exceptional time management/organizational skills to identify priorities and rearrange work when required to meet identified and rapidly-changing deadlines and expectations.
- Analytical, problem-solving and decision-making skills.
- Proven initiative and ability to work independently or as a team member with minimal direction.
- Detail-oriented, able to focus and multi-task.
- Valid Ontario driver’s license and access to a reliable vehicle.
- Technology Aptitude
- As the primary County contact, the incumbent must possess advanced knowledge of the facility booking/registration software program (ActiveNet) to accomplish job tasks and to provide assistance/support to other staff using the software. The incumbent must also possess intermediate computer skills for Outlook and at least one of Word/Excel/PowerPoint to ensure the following abilities:
- To integrate information using extractions from multiple software applications
- To utilize software to help save time, eliminate multiple data entries and decrease the potential for error (always with the goal of increasing efficiency)
- To develop new approaches to improve work methods, some of which may apply to more than one area of the organization.
The incumbent is responsible for, but not limited to:
- Community Groups
- In keeping with the mission and operating philosophy of the Community Programming & Partnerships Division, provide high quality, timely, fair, clear and consistent service that allows all individuals and community groups in Haldimand to be active and engaged.
- Facilitate public engagement sessions (e.g. annual ice allocation, policy updates, etc.).
- Establish and maintain networking relationships with staff/community partners and counterparts in other municipal governments.
- Booking Duties
- Schedule requests for use of County facilities according to County policies and procedures including, but not limited to, the Facility Booking and Ice Allocation Policy, External Advertising and Marketing in County Facilities and Properties, Facility Usage and Solicitation Policy, Festival and Event Policy, Fields & Parks Management Program Policy and Public Conduct on Haldimand County Property while maximizing capacities (revenues and relationships with user groups, the public, other external stakeholders and staff).
- Ensure facility users meet all deadlines during the process of allocation and rentals.
- In-depth understanding of the operational requirements of seasonal user groups in order to incorporate these needs during the allocation process.
- Schedule requests for facility use with seasonal user groups including identifying, negotiating and resolving conflicts utilizing the corporate and governing bodies’ policies (e.g. Ontario Minor Hockey Association, Ringette Ontario, etc.) and judgement.
- Collaborate with County staff—in particular the Facilities, Parks, Cemeteries and Forestry Operations Division—to coordinate the effective use of County facilities and parks to maximize efficiencies and ensure public satisfaction.
- Administer and approve advertising on the Arena boards, ice surfaces and score clocks; ensuring that it meets County standards.
- May be necessary to work outside of business hours in the event of an emergency closure (gas leak, inclement weather; equipment failure, etc.), to notify facility users, adjust permits and issue refunds as required.
- Ensure best practices are employed related to the facility booking administration to contribute to the achievement of short- and long-term goals of the Corporation.
- Legislative Requirements
- Ensure facility users are aware of all applicable Acts, external regulations (e.g. Liquor License and Control Act) and approved County policies and procedures that affect their rental.
- Assist with the application of legislation and regulations relevant to area of responsibility (e.g. rental terms and conditions, waivers, insurance, etc.).
- Contribute to the development and improvement of appropriate corporate policies and procedures relative to area of responsibility, such as Facility Booking & Ice Allocation Policy, to provide an easy, fair, clear and consistent reference to staff and Council.
- Administrative Duties
- Provide administrative support to the Supervisor, Community Programs and the Manager, Community Programming & Partnerships to ensure cohesive, accurate and timely management of the facility booking function and assistance involving user group/public issues, concerns or complaints.
- Provide work guidance/training to County staff to ensure registrations and payments are processed effectively and accurately in the ActiveNet facility booking software.
- Frequently provides support to Customer Experience staff to address issues such as payment processing, rectifying inputting errors and customer support.
- Process monthly interest charges on past-due accounts.
- Ensure past-due accounts are transferred to Finance.
- Monitor and coordinate responses and messaging through the rental email account.
- Recordkeeping & Reports
- Research, analyse, prepare and produce statistical/financial data and documents for management staff pertaining to facility rentals, making recommendations as required.
- As the System Administrator of the ActiveNet software, maintains user access (internal and external) and the security of the system, ensures the accuracy of all financial components and data base management. Liaises with software provider to resolve system inefficiencies, errors and challenges and submit enhancement requests.
- Ensure rental and program registration records are current, accurate and complete documentation is readily retrievable to mitigate County risk and liability.
- Prepare and reconcile month-end financial reports and prepare monthly interface file for submission to Finance.
Demonstrate commitment to the Haldimand County Code of Conduct.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the job.
