Administrative Coordinator (7-month Contract)

Business Unit: Community Services                                             

Position Title: Administrative Coordinator

Reports To: Manager, Recreation and Culture

Job Type: Full-time, contract (7 months)

ABOUT US

Nestled on the edge of the Greater Toronto Area (GTA), Erin is more than just a town—it's a vibrant and progressive community that thrives amidst the beauty of rolling hills. As you step into Erin, you'll experience a place on the rise, experiencing explosive growth fueled by its strategic location and forward-thinking approach. The landscape is a testament to nature's artistry, with lush greenery and picturesque views that soothe the soul. But Erin is not just about scenery; it's about progress. With all the amenities of urban living at hand, residents enjoy a quality of life that balances convenience with tranquility. The heartbeat of Erin lies in its infrastructure, continuously evolving to meet the needs of its expanding population. From a state-of-the-art treatment facility ensuring clean water for all, to major water and sewer projects paving the way for future development, Erin is laying the groundwork for a sustainable tomorrow. At the helm of this transformation is a municipal team renowned for its progressive and innovative spirit, driving Erin to become one of Ontario's fastest-growing communities. In Erin, the journey toward progress is as scenic as it is promising, offering a glimpse into the future of modern living intertwined with the beauty of nature.

OVERVIEW OF POSITION

The Administrative Coordinator plays a key role in supporting the Parks and Recreation division, working closely with the Manager and full-time staff to ensure seamless facility operations, access to recreation services, and excellent customer service. This position includes overseeing part-time customer service staff, managing administrative functions, and coordinating internal and external communication with user groups, customers, school board, and stakeholders. The Administrative Coordinator will also have responsibility for invoicing, scheduling, training, and monitoring the performance of part-time staff, as well as ensuring the integrity of our recreation booking software and financial processes. The incumbent provides exemplary customer service, while coordinating all administrative duties for the Parks and Recreation division.

MAJOR RESPONSIBILITIES

• Oversee part-time customer service staff, including hiring, training, scheduling, and conducting annual performance evaluations.
• Provide excellent customer service to external and internal customers in person, by phone, and via email, ensuring smooth communication and resolution of any issues.
• Provide administrative support to the Manager and full-time staff, ensuring day-to-day operations are handled efficiently.
• Reconcile daily transactions, process invoices, account statements, and apply charges as needed. Follow up on accounts as required.
• Conduct audits on the recreation booking system (e.g. Xplor) for outstanding payments and to ensure data integrity.
• Ensure all facility permits are confirmed, requirements are met, and appropriate fees are collected before bookings.
• Facilitate communication between user groups, the school board, and customers to ensure a seamless experience for all parties involved.
• Assist in coordinating the schedules and training of Customer Service Desk Staff.
• Maintain inventories of administrative supplies and order as needed.
• Produce user guides, user notification, information pamphlets, memos, letters, minutes, reports, and other relevant documentation.
• Assist with special projects as required by the Manager and carry out other related tasks to support the Community Services Department.

POSITION REQUIREMENTS

• High school diploma required; post-secondary courses in office administration, customer service, bookkeeping, or a related field are an asset.
• Minimum of 2-3 years of administrative experience, ideally in a customer service or recreation setting.
• Experience in managing or supervising staff, including hiring, training, and conducting evaluations.
• Strong knowledge of basic bookkeeping and financial reconciliation.
• Familiarity with recreation management software (e.g., Xplor) is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to work independently, demonstrate initiative, and maintain confidentiality.
• Strong interpersonal and public relations skills.
• Ability to work effectively under pressure and handle difficult situations calmly and professionally.

WORKING CONDITIONS AND ENVIRONMENT

• This position works 35 hours a week, 8:30am-4:30pm, Monday to Friday, Flexibility to work evenings and weekends will be required.
• The compensation for this position is $67,654.00 - $79,145.61 per annum.
• The Town offers an excellent comprehensive benefit package, and participation in the Ontario Municipal Employee Retirement Scheme (OMERS) pension plan.

If you're passionate about joining our growing, innovative team, don't hesitate to apply! We encourage you to apply by sending your resume to HR@Erin.ca; we will accept resumes until 4:00 pm on Wednesday, February 26, 2025. We’d love to hear from you!

We thank all applicants for their interest, however, only those being considered for an interview will be contacted.

The Corporation of The Town of Erin celebrates diversity, and we are proud to be an equal opportunity employer. We are committed to creating equitable opportunities and an inclusive environment for all employees and applicants. We make employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability, or veteran status. The foregoing represents a reasonable statement of the requirements of this position. We use the information collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of job selection only. Accommodation is available for all parts of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act.