Scheduling Administrator

Job summary

This position facilitates the booking and rental of City facilities by managing permits, scheduling, and coordinating with community stakeholders. The role also involves monitoring rental accounts, processing payments, and providing guidance on policies and procedures to the public.

Job details

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. The duties listed are not meant to provide a description of each and every job performed but only those which represent the core functions of the job. 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. Qualifications: Completion of a 2-year College Diploma within Recreation Leadership, Event Planning, Sport Administration, Business Administration, or related field of study. Minimum of three years relatable experience in public oriented office administration setting. Practical knowledge of municipal, regional, provincial, and federal governments and applicable agencies is an asset. Must be familiar with the policies of Community Services and have general understanding of local recreation activities. Superior organization, time management, planning and problem-solving skills. Well-developed relationship management skills to interface with clients and vendors Excellent interpersonal skills with a strong sense of customer service. Proficient knowledge of various computer software including Microsoft Office. Experience and knowledge of the ActiveNet recreation software, specifically the Facility Reservation module, POS, and Reporting is an asset. Closing date: October 2, 2026 Salary: The hourly wage range for this full-time, unionized position is $37.59 – $39.55 (2026 rates) How to apply: Submit a current application which includes a current cover letter and resume. You can view a detailed job description by visiting our website at https://www.welland.ca/Careers.asp

What you’ll do

This position facilitates the booking and rental of City facilities by managing permits, scheduling, and coordinating with community stakeholders. The role also involves monitoring rental accounts, processing payments, and providing guidance on policies and procedures to the public.

Requirements

Candidates must possess a 2-year College Diploma in a relevant field such as Recreation Leadership or Business Administration. A minimum of three years of experience in a public-oriented office administration setting is required.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Budgeting · Preferred
• Regulatory Compliance · Preferred
• Documentation · Preferred
• Communication · Preferred
• Reporting · Preferred
• Microsoft Office · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Facility management
• Permit administration
• Customer service
• Scheduling
• Relationship management
• Time management
• Problem-solving
• Microsoft Office
• ActiveNet
• Event planning
• Budgeting
• Reporting
• Communication
• Regulatory compliance
• Documentation

Job areas

• Administrative
• Government & Public Sector
• Sports & Recreation
• Customer Service & Support