Facility Booking Clerk

Requisition ID: 40595

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

To book, facilitate and coordinate rental requests for all of the indoor and outdoor venues at VanDusen Botanical Garden. To create memos, signage and communication tools for Garden staff, internal staff and all third party stakeholders that are affected and involved with the bookings. To act as a liaison for the clients and to assist with move in and move out of their bookings while providing excellent customer service.

Specific Duties and Responsibilities

This is a combination of sales, clerical, event liaising, cashiering and typing work in providing information, accepting bookings, creating permits, receiving payment, working with rental clients, and preparing and keeping office records and reports in accordance with clearly defined work methods and procedures. Detailed verbal instruction is provided by the supervisor when new assignments are given, but the incumbent is expected to carry out repetitive phases of the work on an independent basis. Implement safety policies and practices to create a secure environment for all staff and patrons. Unusual requests or difficult problems are referred to a superior.

The Facility Booking Clerk will also be responsible for receiving inquiries from clients regarding venue rental. They will use sales experience to book rooms/outdoor areas for events and meet with potential and current clients to view the site. This includes follow up before, during and after rental events. May deal with suppliers and vendors as needed to assist rental clients. Also instructs building workers and security on issues or requirements for rental bookings. During events, the Facility Booking Clerk may be required to work with renters, or along side another rental liaison in a supervisory capacity to ensure all aspects of the event run smoothly and that vendors and clients are following policies of the garden and facilities as listed in their agreement.

Qualifications

Education and Experience:

• Completion of eleventh grade, including or supplemented by courses in typewriting and standard commercial subjects. Some clerical experience, preferably including experience in sales and cashiering.

Knowledge, Skills and Abilities:

• Considerable knowledge of the policies and programs of the facility.
• Working knowledge of business English, spelling, punctuation and arithmetic.
• Working knowledge of modern office practices and procedures.
• Ability to receive remittances, make correct change and issue receipts accurately and promptly.
• Ability to meet and deal effectively with the public and experience providing customer service.
• Ability to make minor decisions in accordance with Board policies, procedures and regulations.
• Ability to operate A/V equipment and instruct clients on use (microphone, LCD projector, audio system)
• Ability to operate common office equipment used in the work performed, including a computer and related office application software (Activenet, Microsoft Office – incl. Outlook, Word and Excel, Adobe Creative Suite).
• Ability to learn assigned clerical tasks and perform assignments in accordance with prescribed methods and procedures.
• Skill in making simple arithmetical computations.
• Skill in typing rapidly and accurately and operating other standard office equipment.
• Special events experience an asset.

This role will require the successful candidate to work evening and weekend shifts.

Business Unit/Department: Board of Parks & Recreation (1400)

Affiliation: CUPE 15 Parks

Employment Type: Auxiliary/Casual

Position Start Date: March, 2023

Salary Information: Pay Grade GR-013: $27.04 to $31.66 per hour

Application Close: March 8. 2024

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.Learn more about our commitment to diversity and inclusion.

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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.