Administrator, Community Services

The Opportunity

Reporting directly to the Supervisor, Community Engagement this role is responsible for providing customer service administration within the Community Services Department, with a focus on one-time facility rentals. This position will promote and assist with service delivery in a professional, friendly and efficient manner

• Primary point of contact for the administration of one-time facility rentals and birthday party rental packages.
• Responsible for answering general inquiries related to available facility space, programs, and other town-related services.
• Maintain and update files, records and the customer database, ensuring adherence to TOMRMS
• Receive inquiries through email, calls, and in-person, effectively handle customer concerns for rentals, programs, and services provided. Responsible to re-direct inquiries as appropriate.
• Provide administrative support to the supervisory team including typing correspondence, reports, statistical reports, month invoices, letters, etc.
• Reconcile all payments received for facility usage in collaboration with the Administrative Coordinator, Revenue, ensuring revenue reports and documentation are completed accurately and in compliance with established standards.
• Responsible for expense reconciliation, coding invoices and month-end balancing. Process invoices for authorization and payment as required.
• Liaise with other divisions (e.g., Recreation, Facilities), providing information as needed to ensure effective cross-departmental communication to maintain a high level of customer service related to facility rental agreements.
• Maintain and update facility files, records and customer database.
• Prepare purchase requisitions for approval.
• Attend meetings and record minutes as required.
• Maintain responsibility for assigned duties within the departmental and/or corporate Business Continuity Plan
• Develop, maintain and work to improve job related standard operating procedures.
• Participate in all mandatory training requirements.
• Perform additional duties and undertake special projects as assigned.
• Be responsible to work in compliance with the Occupational Health and Safety Act and Regulations, the Town of Caledon Policies and Procedures, as well as established industry guidelines

• Assist with budget and financial forecasts under the supervision of the Supervisor, Community Engagement.

• Provide administrative support to the Support Services team including correspondence, tracking, statistical reports, benchmarking and monthly invoices.

• Maintain responsibility for assigned duties within the departmental and/or corporate Business Continuity Plan.

• Participate in all mandatory training requirements.

• Be responsible to work (and ensure that all staff supervised work) in compliance with the Occupational Health and Safety Act and Regulations, the Town of Caledon Policies and Procedures, as well as established industry guidelines.

The Ideal Candidate

We are seeking a passionate professional with a post-secondary degree/diploma in Recreation and Leisure, Business Administration, or closely related field. Our ideal candidate has minimum 1-3 years of experience in a recreation/office environment.

The ideal candidate will have demonstrated customer service excellence that reflects Caledon's quality standards: accurate, courteous, excellent verbal and written communication skills with the ability to give obtain and/or exchange routine information with tact and diplomacy. We are seeking an individual with superior interpersonal skills including the ability to work effectively in a team environment. 

The successful candidate for this position will be required to work a flexible schedule, including in the office, remotely and after hours (as required). 

This position offers a salary range of $69,108.96 to $86,386.20 plus a competitive benefit package.

Satisfactory passing of a vulnerable sector check or criminal record check, and proof of qualifications will be required of any successful candidate(s) for this position.

The Town is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Town is an equal opportunity employer that is committed to an inclusive and barrier-free workplace.  If your application requires accommodation, please contact People Services at Ext. 4738.

Applications for this posting will be accepted until January 23rd, 2026, 12:00PM.