Facilities Program Coordinator Full Time

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.

The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to more than 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.

The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position.

We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.

Let’s grow together.

What You Will Get To Do

The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials. By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

Required

Reporting to, and under the direction of the Manager, Recreation Client Services, The Facilities Program Coordinator assists in the administration of rental activities and special events for arenas, community centres, parks and other facilities as required. The Facilities Program Coordinator supports the daily functions of Arena Customer Services desks, and provides support to part time staff. Primary duties include, but are not limited to:

• liaises with program participants, user groups and other business customers by email, phone and in person to coordinate needs and assist in the organization of special events, seasonal activities and tournament coordination;
• participate in meetings with supervisory staff, and recording meeting minutes;
• advise facility and operations staff of facility schedules and events to ensure appropriate staff coverage;
• maintain website information in order to ensure information is current and relevant;
• assists in training and support of part-time front desk staff, and secure coverage for sick calls when needed;
• compile and reconcile daily deposits from Iroquois Park Sports Centre, and ensure cash floats have adequate change;
• works with the Recreation Customer Service Clerk to finalize staff schedules to ensure adequate staffing levels during tournaments/special events;
• maintain files and records;
• maintain and monitor dressing room assignment boards and daily facility schedules;
• schedules rental activities for ice, floors, fields, parks, meeting rooms and banquet facilities as required for phone and online rental requests;
• completes facility permits for customers and user groups, event organizers as needed, and vacation coverage for permit coordinator portfolios;
• provide information and assistance to the public in response to e-mail, telephone and counter inquiries;
• handles concerns and complaints from the public, internal and external stakeholders;
• other duties as assigned.

Who You Are

Our Client Services team is looking for an enthusiastic, solutions-oriented team player who takes initiative and thrives on a high performing team. You are self-motivated, self-starting and utilize a proactive approach to work. You value partnerships. Using your excellent communication and interpersonal skills you foster a collaborative team environment among co-workers, and work well both independently and as part of a team. You demonstrate tact, diplomacy, sound judgement and discretion when working with a broad range of partners.

A high volume of work does not intimidate you. You are excellent at prioritization and time management, and can work under pressure to meet deadlines. You are a problem solver. You love to research and analyze problems: identifying, gathering and processing relevant information to determine possible solutions, evaluate them and make recommendations. As far as you’re concerned, anything worth doing is worth doing right.

What You Bring To Our Team

As the successful applicant, you must possess:

• a post-secondary diploma in Recreation and Leisure Services, Sport Management, or a related field;
• a minimum of two (2) years’ directly related experience, including contract/permit coordination experience, and general accounts payable/receivable experience;
• proficient in a Windows based environment, with a demonstrated intermediate level knowledge of Microsoft Office Suite (including MS Word, Excel and Outlook); and
• Intermediate proficiency in ActiveNet software, with hands-on experience using the activities, membership and Facilities Booking modules to manage registrations, reservations, schedules and customer service transactions.

What We Offer You

• A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.
• A hybrid work environment and flexible work arrangements where employees are empowered to do their best work in the way that works for them. This is designated as a Frontline role. Further details on these programs will be discussed through the selection process.

Salary Range/Hourly Rate

$33.74 – $42.20

Hybrid Information

Frontline

Hours

This position may work flex hours, including days, and afternoons, thirty-five (35) hours per week. Shifts may be scheduled between the hours of 7:00 a.m. and 10:00 p.m., Sunday to Saturday.

Closing Date

April 27, 2026

Vacancy Statement: Unless specifically stated, all job postings at the Town of Whitby are to fill existing vacancies within our organization.

AI Disclosure: The Town of Whitby confirms that artificial intelligence (AI) will not be used in the screening, assessment, or selection process for this position.

Our commitment to Inclusion, Diversity, Equity, and Antiracism

At the Town of Whitby, we view holistic inclusion as the pathway to achieving healthy relationships, inclusive excellence and fostering a culture where everyone can thrive. We acknowledge our history—the good and the bad, promote social justice and address discrimination and inequities. We strive to create a workplace that encourages you to always bring your authentic self to work.

Equal Employment Opportunity Statement

The Town of Whitby is an Affirmative Action/Equal Opportunity Employer. Applications from women and minority candidates are strongly encouraged. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Accommodation

The Town of Whitby is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request.

We thank all applicants and advise that only those selected for further consideration will be contacted.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.