ADMINISTRATOR, RECREATION AND FACILITIES SERVICES

ADMINISTRATOR, RECREATION AND FACILITIES SERVICES

Job Posting | Full-Time Permanent

Are you a highly organised, client-centred professional who thrives on supporting a dynamic team? If yes, you may be our next Administrator, Recreation and Facilities Services. You’ll join a team committed to empowering children, youth, and young adults with physical disabilities, working in a role that is purposeful, evolving and offers a breadth of meaningful work.

About Easter Seals Ontario

Easter Seals Ontario has been a leading provider of programs and services for children and youth with physical disabilities since 1922. The organization is a registered charity committed to empowering individuals with physical disabilities to reach their full potential and make their own positive impact on the world. We believe that every child, regardless of their abilities, should have the chance to overcome obstacles and make their mark on the world. With our programs and services, we aim to create a more inclusive and accessible society where kids with physical disabilities are valued, respected, and given the opportunities they need to succeed. Easter Seals offers a wide range of programs and services, including accessible summer recreation camps, mobility and accessibility equipment funding, post-secondary scholarships, youth ambassadors, and advocacy and public awareness. We are grateful to our donors, sponsors, volunteers, and staff who have made it possible for us to continue helping individuals with disabilities reach new heights. Together, we are building a society that sets goals, not limits, for people with disabilities.

Position Overview

As Administrator, Recreation and Facilities Services, you will report to the Manager, Recreation. You will collaborate closely with Recreation and Facilities teams. You’ll act as a key contact for a wide range of stakeholders from campers and families, to rental clients, staff, and vendors. You’ll help manage the year-round operations of ESO’s recreation and facilities services (including camp and rental operations), ensuring exceptional service, operational efficiency and attention to detail.

Key Responsibilities

Customer Service & Stakeholder Engagement

• Maintain up to date knowledge of Recreation programs and Services delivery models.
• Serve as the first point of contact for enquiries (phone, email, social media) from parents/caregivers, campers, rental groups and community partners.
• Manage camper & family communications (e.g., mass emails, updates, feedback).
• Liaise with the Manager, Recreation on feedback from parents, campers, rental groups, vendors and staff ensuring timely action and continuous improvement.

Program & Administrative Support

• Provide logistical support: bookings (transportation, venues), scheduling, event coordination.
• Design, disseminate, collect, and analyse camp satisfaction surveys and other feedback metrics.
• Manage documentation, record-keeping, and policy support for recreation and facilities operations.
• Order supplies, track spending, reconcile accounts, and report monthly spending.

HR & Staff Support

• Assist in recruitment for seasonal staff: presentations, outreach, meet-and-greets, campus visits.
• Coordinate interview scheduling, pre-screening, reference checks, new hire documentation in partnership with HR.
• Coordinate seasonal staff onboarding and training logistics (including orientation, system access, record collection, and tracking).
• Serve as liaison between seasonal staff, HR, and recreation/facilities leadership, supporting clear communication and staff service excellence.
• Provide semi-monthly payroll support for all hourly and seasonal staff including:
  • Assisting with time-card collection and verification for each pay period.
  • Uploading/entering staff data into payroll system in coordination with Human Resources.
  • Responding to payroll-related staff enquiries (e.g., pay date, deductions, corrections). o Liaising between HR, payroll, and seasonal staff to ensure timely, accurate payments and record-keeping.

Finance Operations

• Use registration/CampBrain or equivalent systems to capture data, support camper/family fee processing, generate reports, and reconcile with finance.
• Assist in processing of invoices, receipts and other administrative financial documents; partner with Finance team for timely payments.
• Assist with tracking and reporting of other revenues (e.g., tuck shop, facility rentals, misc.).

Data Operations

• Maintain and manage booking calendars, rental agreements, deposits/payments for facility rentals; liaise with site managers and Manager, Recreation.
• Track and report on rental operations, campers/staff lists, parent/camper communications, and all necessary administrative support materials.
• Manage system data entry and maintenance for seasonal staff (e.g., timecards, payroll uploads) in coordination with payroll/HR functions.
• Support camper application reviews on Campbrain and Teams platforms, identify questions/concerns and support cross-functional teams (registration, care-planning, operations).

Facility Operations

• Support facility rental operations: manage rental requests, booking calendars, agreements, deposits/payments, liaise between site managers and finance.
• Assist with health & safety inspections, record-keeping, incident tracking (WSIB, accident reporting) and facilitate training or audits as required.
• Participates in the Joint Occupational Health and Safety Committee as needed.
• Support logistical arrangements for camp site operations and rental groups (on-site visits, meeting set-up, coordination of camp & rental schedules).

Qualifications & Competencies

• Exceptional organisational skills; ability to multitask and prioritise in a fast-paced environment.
• Excellent written and verbal communication skills; a strong customer service orientation.
• Proficiency with Microsoft 365 (Excel, Word, Outlook) and comfort with learning new systems (e.g., CampBrain, Zoom, MS Teams).
• Ability to learn quickly and adapt to registration/management software.
• Clearance by a police background check including vulnerable sector screening completed within 6 months of the start date of employment.
• Passion for supporting children, youth and young adults with physical disabilities in an inclusive recreation environment.
• Willingness to travel occasionally and support operations at camp locations (near London and Perth/Kingston, Ontario).
• Comfortable working with multiple stakeholder groups and maintaining professional relationships across teams and external contacts.

Ideal Candidate Profile

• A university degree/college diploma in Recreation Administration, Business Administration or a closely related discipline.
• Minimum of 3+ years of progressively responsible administrative experience in a recreation, camp, healthcare, education, and/or facilities operations environment.
• Experience managing or supporting multiple operational domains (e.g., program registration, rentals/facilities, staffing/recruitment, HR/admin, data/finance).
• Demonstrated experience working with children/youth, inclusive programming, or a disability-support context (given your organisation’s mission).
• Experience with systems/data entry (registrations, bookings, payroll/time-cards) and comfortable with Microsoft 365 + other platforms (CampBrain or similar).
• Prior exposure to working with multiple stakeholder groups (families, staff, vendors, rental clients) and managing communications and logistics across operations.

Working Conditions & Additional Details

• Hybrid role with a minimum of 2-3 days per week in Head Office (North York, Ontario) with Thursdays as Mandatory Teams Day.
• Occasional travel and short-term stays at camp locations (Camp Woodeden and Camp Merrywood) during peak operational seasons (May to August).
• occasional weekend and evening work may be required during peak operational season (May to August)
• Important Note: Vacation requests will not be approved during the peak operational period (May –August) when camps are in session. Vacation time must be scheduled and taken during the off-season, September through April.

Salary: $40,000 - $45,000 (commensurate with experience)

To apply, please submit your resume and cover letter as a single document to Human

Resources at hr@easterseals.org. Ensure that "ADMINISTRATOR, RECREATION AND FACILITIES" is clearly stated in the subject line of your email.

We thank all applicants for their interest in joining Easter Seals Ontario. Please note that only those selected for an interview will be contacted. The position will remain open until filled, and we will conduct rolling interviews as qualified applications are received. We kindly request that you do not make phone inquiries regarding this position.

Easter Seals Ontario is an equal opportunity employer and encourages applicants from equityseeking groups. Candidates will be provided with an overview of the various elements of the selection process, such as tests, skills demonstrations, etc. Easter Seals Ontario is committed to providing reasonably accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.