Program Assistant

Job Description

Overview
Provides front-line customer service at 44 Gaukel Creative Workspace including tenant and facility administration, financial transactions, meetings and workspace bookings, event and marketing support.

(Temporary Part Time for Approximately 18 Months)

Responsibilities
Customer Service & Administration

• Delivers front-line customer service (in-person, virtual, email) for inquiries and complaints; escalates as needed.
• Maintains tenant compliance (licenses, insurance, paperwork).
• Updates and manages databases, floor maps, and rental information.
• Prepares meeting rooms and AV equipment; tests presentations and systems.
• Monitors facility for safety, tidiness, and contract adherence.
• Assists with tenant and renter recruitment (screens applicants, arranges tours, prepares paperwork).
• Manages access to shared equipment and amenities.
• Submits service requests and work orders.
• Maintains electronic and paper files; collects digital signatures.
• Schedules and follows up with tenants and renters.
• Prepares correspondence, mass emails, and meeting minutes.
• Provides quotes and availability for rentals; registers customers for programs and events.
• Creates and updates website content; posts on social media.
• Distributes marketing materials and maintains display areas.
• Orders supplies within budget.
• Performs light housekeeping tasks as needed.
• Provides administrative support to the Arts & Creative Industries unit and the Arts & Entertainment division as needed.
• Collects and summarizes tenant feedback for service improvement.
• Monitors and reports on compliance with workplace health and safety standards.
• Troubleshoots basic AV and booking system issues.
• Supports outreach to local arts organizations and creative industry partners.

Financial Responsibilities

• Processes invoices and payments for programs and services.
• Prepares cheque requisitions.
• Maintains rental and lease rate sheets; monitors fees and account discrepancies.
• Ensures adherence to year-end financial deadlines; escalates risks.
• Compiles monthly usage and revenue reports for management.
• Supports accounts receivables collection.

Event & Marketing Support

• Assists with special events and projects, including evenings and weekends.
• Coordinates event logistics when acting as backup.
• Supports marketing initiatives for programs and events.
• Engages with community partners during events to strengthen relationships.

Other Duties

• Provides backup support to A&CI team and other office staff as required.
• Performs other related duties as assigned.

Education

• Grade 12 Diploma plus up to 1 year of additional job-related post-secondary education.

Experience

• Minimum 1 year of related and relevant experience including administrative, customer service and event or program coordination.

Additional Requirements

• Reliable with a good attitude and employment record.

Knowledge, Skills, And Abilities

• Mathematical skills and experience to process financial transactions, prepare deposits, balance daily receipts, maintain petty cash, and ensure good bookkeeping practices.
• Working knowledge of general office procedures and corporate policies.
• Working knowledge of customer service standards and techniques to serve customers and respond to their requests and needs in a timely and accurate manner.
• Skills in the use of a personal computer with the ability to use software programs such as Microsoft Office (Excel & Outlook), human resources information system (payroll), recreation system software, and a financial system.
• Verbal and written communication skills to respond to inquiries from and provide/exchange information with staff, tenants, or the public.
• Problem-solving skills to handle inquiries, concerns, and complaints.
• Organizational skills to meet deadlines and prioritize work, with the ability to manage multiple tasks and deadlines.
• Attention to detail and the ability to input data accurately and efficiently.
• Ability to prepare tenant contracts, permits, leases, etc. within reasonable deadlines.
• Ability to relate to others in a courteous and friendly manner.
• Ability to support and project values compatible with the organization and participate as an effective team member.
• Demonstrates understanding of stakeholders in the entrepreneurial ecosystem.
• Knowledgeable of Waterloo Region arts sector activities, organizations and influencers.