Description
Canada Games Park is proudly managed by ASM Global, the world’s largest and most trusted venue management and services company operating the most prestigious entertainment, sports, and exhibition venues spanning five continents, with a portfolio of more than 300 stadiums, arenas, convention centres, entertainment districts, theatres, amphitheaters, and equestrian and recreational centres.
Canada Games Park has an immediate opening for a Facility Scheduling and Administrative Supervisor, responsible for planning, organization and management of all venue scheduling and bookings.
Position Summary
The Facility Scheduling and Administrative Supervisor will oversee all facility bookings and scheduling at Canada Games Park and is responsible for the daily activities required to schedule, organize, and plan all facility bookings by performing the following essential duties personally or through subordinate workers. Coordinating schedules, meetings and projects with other departments, and team members as well as supervising all space allocations and booking setups.
Essential Duties and Responsibilities
- Leads and completes administration and scheduling in accordance with Canada Games Park’s facility booking guidelines and policies, including allocation of all spaces on behalf of public and partner users.
- Supervision of Facility Scheduling and Administrative Coordinators.
- Provides clear, concise, and timely communication of detailed requirements to the Facility Operations team related to all facility bookings
- Leads and facilitates all user inquiries and bookings, including events of significance.
- Meets and consults with client groups to plan and organize bookings and administers event details as needed.
- Administers and prepares all bookings in the venue’s scheduling software to ensure revenue and billing accuracy.
- Guides and ensures clients are prepared for bookings by conveying permits/agreements as they apply to venue’s policies, and procedures.
- Utilize established metrics and tracking tools to monitor CGP program engagement, program budgets and quality of programs, and reports on effectiveness and program usage.
- Establish and maintain effective working relationships with all internal and external stakeholders.
- In conjunction with other departments, ensures all booking requirements have been implemented according to quality standards.
- Keeps clients informed as to status of deadline schedules, including but not limited to floor plan set ups, AV requirements, special booking submissions, specifications, insurance requirements and other relevant details.
- Responsible for communicating and executing booking details to all required internal and external contacts to ensure events are effectively coordinated to meet and exceed customer expectations.
- Leads appropriate planning, organization and other event and facility meetings in support of facility operations.
- Monitors and supervises facility set-up in conjunction with the Operations and Facility Administration teams
- Serves as primary liaison between clients and facility departments during all phases of scheduling, bookings, and events, including challenges and solutions when needed.
- Communicate facility booking details to appropriate departments as needed (i.e., Food and Beverage)
- Ensures all booking requirements have been implemented according to venue standard operating procedures.
- Ensures customer satisfaction throughout the administration and booking process by leading staff and clients to success throughout the booking cycle.
- Prepares monthly invoicing by administering calendar bookings and billings accurately while meeting established timelines for finance.
- Other duties as assigned.
Education and Experience
- Graduate from Post-Secondary institution (combination of education and relevant experience will be considered)
- 1-2 years related experience in booking or scheduling in a similar role
- Working knowledge of the principles of facility management, services, and equipment similar facility.
- Experience supervising facility scheduling staff considered an asset.
Skills and Abilities
- Utilization of booking software to manage and populate the venue calendar
- Ability to work flexible, long, and irregular hours that may vary due to functions and may include day, evening, weekend, and holiday shifts.
- Excellent organizational, written, verbal, planning, and interpersonal skills.
- Experience prioritizing multiple projects and deadlines.
- Demonstrated problem-solving and communication skills.
- Professional presentation, appearance, and work ethic.
- Ability to work under limited supervision and interact with all levels of staff including management.
Confidential Information
Due to the sensitive and competitive nature of the entertainment industry it is necessary to ensure that correct information is released to the public and that sensitive information is not discussed. Please refer to the Confidential Information Policy in the Welcome to the Team Handbook.
Additional Information
All successful candidates may be required to successfully complete a background check, which may include criminal, credit, credential and reference check.
ASM Global at Canada Games Park is an Equal Opportunity employer, and encourages women, minorities, individuals with disabilities, and other protected groups to apply. ASM Global at Canada Games Park and the Walker Sports and Abilities Centre acknowledges any accommodations required by qualified applicants until the point of undue hardship.
For further information on ASM Global or Canada Games Park please go to our websites:
https://asmglobal.com/
https://www.canadagamespark.ca/
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Schedule:
- Day shift
- Night shift
- Weekends as needed
Work Location: In person