Town of Oakville
Administrative Coordinator
Town of OakvilleCanada3 days ago
Full-timeAdministrative
Job Details

Permanent Full-Time (CUPE 1329)

Posting Status

Open to all current Town of Oakville employees and external applicants

Closing Date

Applications for this position must be received at by no later than 11:59pm on March 14, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

Position Summary

The Administrative Coordinator provides front-line customer service and delivers a full range of facility administration functions. This role oversees facility bookings, financial reconciliation, record keeping, and supervises part time Customer Service Representatives to ensure smooth daily operations across the community centre.

Key Responsibilities

Customer Service & Front Desk Operations

  • Provide professional, courteous customer service in person, by phone, and through email.
  • Assist customers with program information, registrations, memberships, drop ins, withdrawals, transfers, subsidies, and payments.
  • Process transactions using POS and Xplor Recreation systems, including admissions, merchandise, gift cards, and refunds.
  • Respond to high volumes of inquiries and concerns with sound judgment and a customer focused approach.
  • Prepare user guides, correspondence, memos, and informational materials as needed.
  • Support emergency procedures and maintain accurate facility voicemail messages and directories.

Facility Bookings & Program Administration

  • Manage all aspects of facility rentals for community rooms, ice pads, pools, gymnasiums, and special events.
  • Ensure permits, required documentation (insurance, Smart Serve, liquor licenses, health department approvals), and fees are completed before booking dates.
  • Coordinate seasonal contracts, rental requirements, room capacities, and set up sheets for operations staff.
  • Update schedules in registration software, Google Calendar, and My Media; maintain accurate facility hours and digital signage.
  • Work with programmers to support camps, events, and larger group bookings (e.g., school skating trips, tournaments).
  • Maintain and organize the facility booking email inbox ensuring timely responses and follow-up.

Financial Administration

  • Reconcile daily revenue; prepare deposits for cash and cheques in accordance with corporate cash handling policies.
  • Authenticate and balance floats, monitor change needs, and transport funds safely.
  • Prepare reports including transaction summaries, rental contracts, and daily cash balance reports.
  • Produce invoices, statements, and interest charges; follow up on outstanding balances.

Operations & Administrative Support

  • Maintain office supplies, printer materials, uniforms, and equipment (e.g., cameras, scanners, pin pads).
  • Process interoffice mail, maintenance requests, incident/accident reports, and lost and found documentation.
  • Create and maintain flood schedules, room schedules, and facility usage logs to support operations staff.
  • Update and coordinate digital signage, facility calendars, posters, and communications.
  • Assist with permitting, My Media uploads, and updating website facility content.

Staff Coordination & Leadership

  • Supervise part time Customer Service Representatives: scheduling, approving time off, addressing absences, and resolving issues.
  • Provide training, coaching, performance input, and daily task support.
  • Submit payroll through the time entry system and ensure accurate documentation.
  • Organize training seminars; conduct hiring through Taleo, including interviews and onboarding.
  • Maintain confidential staff contact lists and ensure adherence to Town policies.

Qualifications

  • Completion of a 2 year college diploma in administration, accounting, or a related field, with at least one year of relevant experience. An equivalent combination of education and experience may be considered.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook).
  • Working knowledge of POS systems, recreation registration software (e.g., CLASS, Xplor Recreation), CIS, PCOS (US Bank), Google Calendar, My Media, CCTV systems, and related tools.
  • Strong analytical, accounting, organizational, and multitasking skills with the ability to manage high volumes of work and competing deadlines.
  • Excellent communication, customer service, mediation, and problem solving abilities.
  • Ability to work independently with sound judgment, discretion, and confidentiality.
  • Standard First Aid, CPR C, and AED Certification.

Please note that this position requires a satisfactory criminal record and vulnerable sector screening check dated within the last 30 days as a condition of employment. Candidates who are under the age of 18 at the time of hire will only be required to provide a criminal record check.

DATED: March 2, 2026

The Town’s recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.

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