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Program Assistant (Kitchener Market)

Employment Type: Regular Full Time

Hours of Work: 35

Job location: Kitchener Farmers Market

Pay: $51,512 - $63,923 Annual

Grade/Band: 04

Job Posting Start Date: 1/6/26

Job Posting End Date: 1/13/26

Job Description:

Overview

Provides frontline customer service pertaining to all Kitchener Market related activities: and provides administrative and financial support to the Kitchener Market on a daily basis from an operating perspective as well as for event and trade show requirements.

Hours of work: Tuesday to Saturday.

Responsibilities

Administration & Customer Service:

• Provides administrative support to the Kitchener Market, including front counter and phone reception, staffing needs, correspondence, meeting and information session coordination, filing and minute taking. Performs mail sorting and distribution and mail outs.
• Prepares and distributes contracts (e.g. Marketplace rentals, vendor rental agreements, performer contracts, etc.) and related payments and records.
• Ensures vendors have appropriate licenses, insurance, etc. on file, and contacts vendors to reconcile outstanding paperwork, details or payments.
• Ensures vendor information database and related Kitchener Market promotional materials are current and accessible.
• Updates and maintains vendor and crafter floor maps and relays information to custodial staff.
• Arranges the setup of tables for artisans/crafters, charity and corporate organizations, and temporary Saturday vendors, including application completion, product approval, table assignment and policy/procedure review.
• Administers Kitchener Market email account; performs appropriate action and follow-up, escalating inquiries when appropriate.
• Front line for customer service inquiries and dealing with patron complaints, problem solving, liaise with all market vendors and members of the public.
• Typing and general office duties, open, sort and distribute mail, manage files, office inventory, maintain and order supplies.
• Update seasonal and full-time vendor packages for distribution.

Financial Responsibility:

• Prepares daily cash reconciliations, bank deposits, petty cash; organizes money for coin order operations; processes invoices and cheque requisitions using SAP
• Receives and reconciles payments collected each week for rent
• Prepares time sheets and enters into People Soft payroll system.
• Uses Activenet system to generate vendor contracts.
• Manages reports for Activenet booking system.
• Updates and amends vendor and entertainer contracts administratively and financially for seasonal and full-time vendors and clients.
• Monitors and tracks operating budget with the market manager on a regular basis through SAP

Programming, Marketing & Communication:

• Promotes the Kitchener Market programs and offerings with partners, the public and vendors to encourage increased awareness, including by creating and sharing social media content.
• Represents the Kitchener Market and City of Kitchener at various events and trade shows and provides information to the general public about what we offer.
• Liaises with customers, contractors, vendors and partners by forwarding information, etc.
• Supports Programming and Marketing Coordinator in the development of seasonal programming, with a focus on food and festival programming
• Assists with special event logistics at the market and coordinates table set up artisan events and supports the Market Event Coordinator.
• Reviews, recommends, and performs updates and revisions to the website.
• Reviews, recommends and performs updates and revisions to on-site physical marketing assets
• Performs other related duties as assigned.

Education

Grade 12 diploma, plus up to 1 year of additional job-related courses.

Experience

Minimum of 1 year related experience including experience in a market setting, hospitality, retail or tourism (customer service focus).

Additional Requirements

• Able to work evenings, holidays, and early Saturday mornings.
• Able to work an 8 hour shift including significant periods on feet and walking around site.
• Reliable with good attitude and employment record.

Knowledge, Skills, and Abilities

• Able to support and project values compatible with the organization.
• High level of accuracy and well-developed keyboard skills to input data.
• Demonstrated organizational, administrative and job planning skills enabling successful balancing of a variety of tasks in order to meet deadlines.
• Able to work independently, take initiative, prioritize and meet deadlines.
• Strong written and verbal communication skills, using courtesy and tact, in order to answer or redirect inquiries from the general public and internal staff.
• Strong analytical, problem-solving and mathematic skills with attention to detail.
• Proven ability to work effectively in a team environment.
• Highly developed skills using Microsoft Office (Word, Excel, Outlook).
• Basic knowledge of health and safety regulations; food safety regulations; Alcohol and Gaming Commission of Ontario (AGCO) and licensing requirements within an event setting. Supports program coordinator in identifying risks and breaches to these regulations within an event setting.

Department: DSD-Development Services Department

Division: DSD-Economic Development Division

Union Code: C.U.P.E. Local 791

Req Id: 649

Job Code: 0647

Number of Openings: 1

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