Overview

We’re building something extraordinary for our community and beyond - the Cowan Recreation Centre, a state-of-the-art destination for sport, fitness, and community connection. 
Opening late in 2026, this all-season, multi-use recreation complex is designed to meet the diverse needs of the community with a premier lineup of amenities: a large aquatics centre with two stainless steel pools, a FIFA-sized indoor turf field (divisible into four), a versatile quad gymnasium, an indoor walking track, two dedicated cricket practice nets, and four multi-purpose rooms for community programs and events.

Designed as an accessible, sustainable, and welcoming gathering place, the Cowan Recreation Centre will support a wide range of users - from families discovering new activities to high performance athletes. With the capacity to welcome more than 500,000 visitors in its first year, the centre will offer diverse recreation options for all ages and abilities. Its tournament ready spaces will also position it as a leading sport tourism destination, attracting provincial and national events and bringing meaningful economic benefits to Kitchener. This is a place where residents and athletes alike can truly connect, compete, and belong.

We’re looking for a detail‑driven, service‑oriented professional who takes pride in keeping the systems, processes, and people behind this remarkable facility running smoothly.

As Finance & Administrative Coordinator, you will provide general financial and administrative support to the team at the Cowan Recreation Complex (CRC), including general office management, customer service, financial administration, and managing internal processes (e.g., invoicing, payroll, uniform distribution, etc.).

If you enjoy bringing order to complexity, supporting teams through strong financial and administrative practices, and being a trusted go‑to resource—we’d love to meet you.

If you’re ready to play a key role in supporting a facility where the community comes together to  Connect, where athletes from across Kitchener, Ontario, and Canada come to Compete, and where we all truly Belong — we want to hear from you.

Responsibilities

• Participate in the annual budget process by supporting data collection, monitoring Operating and Capital budgets (including inclusion services accounts), preparing SAP financial transactions (vendor setup, field orders, purchase orders, cheque requisitions), and flagging discrepancies or outstanding balances to the Manager.
• Implement and oversee a transparent uniform allocation process for all CRC staff, ensuring compliance with collective agreement requirements, managing inventory, maintaining accurate staff‑linked records, and supporting supervisors in communicating uniform policies.
• Input weekly payroll data for part time, contract, and 9000 series positions.
• Manage petty cash and daily receipt balancing, request required floats and refunds from Financial Services, and prepare and record bank deposits in the deposit system.
• Run reports to determine outstanding balances and follow up with patrons.
• Prepare materials, letters, reports, agendas, and minutes for internal and external meetings such as staff meetings, working groups and committees.
• Input and organize program information into databases (including confidential information), analyze the data, and provide information to senior management, Council and the community as requested.
• Liaise with other internal departments as required, including arranging phones, computers and office equipment for new staff, office supplies and initiating facilities management requests for service.
• Organize staff appreciation events, meetings, and workshops for the division in collaboration with other CSD staff.
• Support the administration of vendor agreements and relationships.
• Update inventory and purchase replacements of shared resources between Sport and Neighbourhood Programs and Resources.
• Ensure shared workspaces and customer areas are tidy by coordinating regular clean-ups and submitting Facilities Management work orders when necessary.
• Perform various tasks in ACTIVENet, including program entry, monitoring program registration, memberships, facility bookings and point of sale, updating user fees, staff training, and managing facility rental information, ensuring adherence to policies and procedures by front desk staff.
• Perform other related duties, as assigned.

Education

• 2-year diploma or specialized post-secondary program in a related field (e.g., business, administration).

Experience

• 2-4 years of related experience, including an on-the-job period of adjustment.
• Experience in the Municipal or broader public sector.

Additional Requirements

• Will be expected to occasionally work flexible hours (outside of Mon-Fri, 9 to 5), including evenings, weekends, and holidays on an as needed basis. 

Knowledge, Skills, and Abilities

• Knowledge of general office procedures and office administration.
• Strong interpersonal and problem-solving skills to effectively administer the uniform program and work with unionized staff.
• Mathematical skills to process financial transactions and payroll
• Excellent writing skills to compose emails, reports and other communications.
• Organizational skills to balance multiple priorities and meet deadlines.
• Exceptional customer service skills.
• Proficiency in email communication and common software applications, including Microsoft Office Suite, with the ability to learn additional facility-specific systems such as (but not limited to) ActiveNet, LiveBarn, and Kisi.
• Ability to monitor and maintain office supplies; process payments, debits/credits, purchase orders; and prepare bank deposits.
• Ability to support and project values compatible with the organization and to participate as an effective team member.