Facility Bookings Representative (Two Positions) at City of Cambridge

People, Place, Prosperity

Working within our Strategic Plan, Cambridge Connected, and committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people to prosper – alive with opportunity.

Job Profile

This position reports to the Supervisor of Sport Development and Facility Bookings. The Facility Bookings Representative will provide positive and professional administrative support to the sport and facility bookings operations. Providing excellent customer service, this position will support one-time and ongoing rentals of all city-owned facilities. Responsible for coordinating and facilitating administering facility reservations for municipal recreation facilities, parks, sports fields, meeting rooms, and community spaces. The role provides excellent customer service to residents, community groups, sports organizations, and external partners while ensuring bookings are processed accurately and in accordance with Municipal Policies, Procedures and Service Standards.

What you will be doing

• Receive, process, and manage facility booking requests for municipal facilities and amenities.

• Enter, update, and maintain booking information within the facility booking software system.
• Review applications and ensure all required documentation, permits, insurance certificates, and approvals are received.
• Assist the Coordinator with the coordination of booking schedules to maximize facility utilization and resolve scheduling conflicts.
• Prepare rental agreements, permits, invoices, and confirmations.
• Respond to inquiries by telephone, email, and in person regarding facility availability, rates, policies, and procedures.
• Provide information and guidance to residents, community groups, sports organizations, and event organizers.
• Address customer concerns and booking-related issues professionally and efficiently.
• Maintain a high level of customer service and positive public relations.
• Process payments, deposits, refunds, and account adjustments.
• Prepare invoices and monitor outstanding accounts.
• Ensure accurate financial record keeping and reconciliation in accordance with municipal procedures.
• Communicate with Facility, Recreation, and Operations/Maintenance Supervisors and community partners regarding booking requirements.
• Communicate setup requirements, schedule changes, and cancellation needs.
• Support event planning and coordination activities where required.

• Maintain accurate booking records and customer information.
• Generate reports related to facility utilization, revenue, and scheduling.
• Assist with the development and maintenance of booking procedures and documentation.

• Monitoring and editing web content with the approval of the supervisor.

Education

College Diploma in Office Administration, Business Administration or similar.

Experience and Knowledge

minimum 1-2 years related experience in the following:

• Experience using facility booking and registration software (e.g., ActiveNet)
• Experience working in a municipal or public sector environment is preferred.
• Experience in processing payments and refunds using software.
• Ability to manage multiple priorities and deadlines.
• A valid G driver’s license would be an asset.

We will ask you for these items if you are hired

Proof of your current and valid certificate(s) and/or educational qualifications.

Worker Health and Safety Awareness Training certificate from the Ministry of Labour. (may be obtained post offer)

Your compensation

This position is within Grade 5 of the inside workers’ union Salary Schedule. The annual salary range is $61,370 - $65,229. These positions work 35 hours per week, in accordance with the collective agreement.

Hours of work

The current regular hours of work are in accordance with the CUPE 1882 Inside Worker's Collective Agreement, (35 hours per week), Monday to Sunday, and may be scheduled between 6:00 a.m. to 11:00 p.m.

Advertisement expiration date

Interested candidates should apply at www.cambridge.ca/careers. This posting will close on August 7, 2026.

Accommodation needs and protection of privacy

The City of Cambridge recognizes and appreciates diversity and inclusion enhances our public value commitment.

We strive to create an accessible and inclusive experience and encourage all qualified people to apply, including and especially people from equity-deserving groups. Qualified applicants will receive consideration for employment with honour and respect toward their individual dimensions of diversity.

We strive to remove barriers that may prevent qualified applicants from fully participating in the recruitment and selection process. Accommodation in accordance with the Ontario Human Rights Code and other applicable legislation is available throughout all stages of the recruitment and selection process. Contact [email protected] to make your needs known in advance.

Personal information collected in relation to the recruitment process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act and used solely to determine eligibility for employment with the City of Cambridge only.