Coordinator, Administration Full-time Job

CLOSING DATE:  Aug 13, 2024

 

AREA OF RESPONSIBILITY:

Reporting to the Supervisor, Administrative Services, the Coordinator, Administration is responsible to coordinate the administrative functions for East/West district facility teams which support the programs and services offered at multiple facilities.  The Coordinator, Administration will directly supervise the Recreation Admin Clerk, and have dotted line reporting relationships with the Facility Clerks to ensure administrative functions are achieved within prescribed timelines and quality service standards. Act as a key source of contact to meet operational needs and corporate service standards.

 

KEY RESPONSIBILITIES

1. OPERATION SUPPORT

• Provide day-to-day coordination, guidance and support for defined programs, processes, policies, practices and project initiatives to meet operational needs and corporate service standards.
• Ensure appropriate financial and statistical records are maintained including the review of daily revenue packages, oversite of transactional documentation, management of accounts receivable, monitoring of facility usage, and inventory control management.
• Maintain tight controls on cash handling standards and any associated procedures to ensure that they are implemented and maintained consistently.
• Provide procedural guidance to ensure operational compliance with audit recommendations, administrative procedures, policies, and practices.
• Oversee facility payroll & HR administration to ensure accuracy, accountable management oversite, and timely reporting.
• Audit administrative processes (e.g. cash handling, payroll, liability insurance, etc.) to ensure adherence and compliance to corporate and departmental standards.
• Advise and follow-up with supervisory teams concerning reporting requirements, processes and deadline adherence.
• Oversee concession operations at the facilities. Conduct analysis and reporting on inventory management, variances, quality control, and margin variables to optimize sales and minimize spoilage.
• Monitor, track and report on administrative and financial compliance (e.g. cancelled transactions, cash overage/shortage, transaction adjustments, liability insurance, refunds, etc.) highlighting trends and inconsistencies.
• Provide support to Compliance Coordinator to implement recommendations appropriate at facilities.
• Attend meetings as required and record and distribute meeting minutes if required.
• Perform other related duties as assigned.

1. CUSTOMER SERVICE

• Support facility customer service teams with internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.
• Ensure high customer service standards are maintained for all programs and services. Review and evaluate admission processes and standards to ensure an optimal customer experience.
• Act as a key source of contact and provide guidance, advice and support to ensure coordination meets operational needs and corporate service standards. Escalate complex issues to appropriate level for resolution.
• Build and maintain a relationship with cross-functional departments, team and management to support coordination and ensure a thorough understanding of operational needs.

1. COMMUNICATION AND REPORTING

• Review and report inventory (District manager/Recreation supervisor inventory discrepancies, PLU sales, cash/float variances, revenue YTD/Budget).
• Report on garbage tag/bin inventories.
• Prepare management reports, presentations and general ad hoc information as required accurately by established timelines.
• Create and maintain documentation and ensure necessary sign-offs and approvals meet policies and confidentiality.

1. CORPORATE CONTRIBUTION

• Monitor compliance of corporate and departmental policies and standards for: cash handling, payroll, software, transactional and administrative reporting, budgetary records, and staff management.
• Conduct business/financial research using internal and external resources that provides analytical analysis and references industry benchmarking to gain insight of market trends, current programs, processes and practices to support management and recommend ways to improve business processes, service solutions and best practices as required.
• Maintain knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).

1. BUDGET SUPPORT

• Use of effective resource and expense management at all times to meet corporate policies and guidelines.

1. TEAMWORK AND COOPERATION

• Participate in project coordination and team meetings as required to meet operational needs.
• Work well within diverse groups in support of operational goals and objectives.
• Demonstrate corporate values at all times.
• Participate as a member of cross-functional team.
• Provide support/backup as necessary.

1. STAFF SUPERVISION

• Assess and monitor performance and discipline as required to meet operational needs.
• Supervise and train staff, prioritize and organize daily work direction to meet operational needs.
• Coach, mentor and provide guidance as required to meet operational needs.
• Participate in recruitment and hiring process as required to meet operational needs.
• Support facility administrative teams (front office and concessions) in recruitment, training, scheduling, supervision, and coaching of full-time and part-time employees alike.

 

SELECTION CRITERIA:

 

EDUCATION:

 

• Post-secondary degree or diploma in Administration, Business or equivalent in related field

 

REQUIRED EXPERIENCE:

• Minimum 3 years’ administrative experience in a customer service focused environment preferably in both public or unionized environment is an asset;
• Previous supervisory or leadership experience is considered an asset. Exposure to working in a unionized environment is preferred;
• Previous cash handling, inventory control and financial reporting experience is considered an asset;
• Knowledge of municipal policies, procedures and experience is considered an asset.

 

OTHER SKILLS AND ASSETS:

• Thorough Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset
• Ability to identify business needs, initiate and coordinate project resource requests
• Solid Customer Service and People Management skills; Interface with internal and external customers to meet corporate service standards
• Well-developed time management skills; Solid Organizational skills; Detail oriented, well organized able to coordinate activities and tasks meeting conflicting priorities and timelines
• Strong leadership skills
• Strong math skills and attention to detail is required
• Able to work independently and as part of a team
• Computer proficiency in Microsoft office/software
• Proficiency in software applications including PeopleSoft and CLASS (or equivalent) considered an asset.
• Valid Ontario non-probationary Class G Driver’s License and have access to own vehicle.

 

**Various tests and/or exams may be administered as part of the selection criteria.

 

Interview:  Our recruitment process may be completed with video conference technology.

Brampton is a Canadian city in Ontarios Greater Toronto Area. Its Peel Art Gallery, Museum and Archives is housed in 19th-century and contemporary buildings. In the center of downtown is the Rose Theatre, a major performing arts venue. In front, Garden Square hosts big-screen movies and live events. Green spaces include Gage Park with its floral gardens. To the north sits Historic Bovaird House, a Victorian home.