Associate, Concessions
JOB TITLE: Associate, Concessions
DEPARTMENT: Community Services
POSTING NUMBER: 106024
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Full Time Permanent
HOURS OF WORK: 35-hour workweek (evenings, weekends, and holidays as required)
LOCATION: Hybrid Model*– when working onsite, you will report to the location of 8 Nelson Street West
SALARY GRADE: 4
HIRING SALARY RANGE: $76,866.00 – $86,474.00 per annum
MAXIMUM OF SALARY RANGE: $96,082.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: April 19, 2024
CLOSING DATE: May 2, 2024
AREA OF RESPONSIBILITY:
Reporting to the Coordinator, Administration, the Associate, Concessions is responsible to coordinate the administrative functions which support concessions services offered at various recreation facilities. The Associate, Concessions will directly supervise the Assistant, Concessions and have dotted line reporting relationships with the Recreation Administration Clerks as well as facility Programmers and Coordinators (Full-time Overseers) to ensure administrative functions and quality services are achieved within prescribed timelines. They will also act as a key source of contact to meet operational needs and corporate service standards.
Concessions Operation Support
- Provide day-to-day support and guidance for defined processes, policies, practices, provincial regulations, and project initiatives to meet concession operational needs.
- Audit administrative processes to ensure adherence and compliance to corporate and departmental standards, and provincial and regional regulations.
- Advise and follow-up with Full-time Overseers concerning operational or administrative issues.
- Assist the Coordinator, Administration with analyzing and reporting on inventory management, variances, quality control, and margin variables to optimize sales and minimize spoilage.
- Assist the Coordinator, Administration and Supervisor, Administrative Services with capital project spending, including: inspecting and evaluating lifespan of city-wide concessions equipment, researching new equipment that aligns with industry trends, liaising with facility teams to determine feasibility of obtaining new equipment, and making recommendations for capital budget spending.
- Maintain equipment inventory, including vending and coordinate equipment transfers between seasonal locations as required.
- Consistently review and update product offerings and pricing as required. Conduct a Cost of Goods Sold analysis annually and make recommendations for consideration.
- Develop strategies to reduce spoiled product and increase revenues.
Customer Service
- Act as a key source of contact and provide guidance, advice, and support to facility concession teams by processing and responding to a variety of inquiries and service requests, while adhering to corporate practices and standards
- Provide issue resolution with external vendors.
- Define customer service standards and ensure staff compliance.
- Build and maintain cross-functional relationships with facility teams, management, and other departments.
Staff Supervision & Training
- Play a key role in the recruitment and onboarding process of the Assistant, Concessions
- Provide day-to-day supervision of the Assistant, Concessions including scheduling, prioritizing and organizing daily work, coaching and providing guidance as required to meet operational needs, performance management, and discipline as required.
- Ensure staff adherence to all policies and procedures (i.e. Health and Safety, Hiring, Training and Payroll) and all provincial and regional regulations.
- Evaluate staff training needs and arrange for training initiatives, particularly regarding qualifications and certifications.
- Coordinate centralized hiring for part-time concessions staff.
- Develop and maintain the Concessions Staff Manual.
- Develop and maintain a training curriculum for part-time concessions staff.
- Develop and maintain concessions management training curriculum for full-time concessions overseers including all supporting resources.
- Ensures due diligence is carried out in all areas of risk management and safety training.
Vendor & Procurement Management
- Provide vendor management support to facilities including, but not limited to: Maintaining day-to-day relationships with vendors; liaising with vendor on behalf of facilities; and assisting with the coordination of food vendors at events.
- Advise on procurement projects including, but not limited to: researching and identifying required products; estimate annual quantities; assist in bid document preparation; and participate in the bid evaluation and award process.
- Facilitate the vendor contract extension process by confirming the required budget and acting as a liaison between Purchasing and the Vendor.
- Act as the Contract Administrator for all concessions related Purchase Orders (POs).
- Track and report on Vendor performance.
- Ensure facility teams are adhering to all purchasing by-laws.
Reporting
- Provides statistics on inventory, revenue, spoilage, promotion, sales and other important measures to the Coordinator, Administration and others as required.
- Forecast budget pressures, opportunities and variances. Monitor and report on revenue and expenditures targets.
- Manages the administrative inventory, including ordering, distribution, and monthly reconciliation.
- Regularly update the Recreation Supervisors & District Managers.
Marketing Support
- Recommends marketing initiatives, both product and location-specific.
- Assists the full-time concessions overseers with implementation of marketing/promotional strategies and plans to increase revenue and concession exposure.
- Coordinates the production of menu boards.
Concessions LOB
- Manages agenda and acts as the Chairperson for the Concessions LOB.
- Develops content and materials for presentation at Concessions LOB.
- Participate in project coordination and team meetings as required to meet operational needs.
- Provides support/backup as necessary
SELECTION CRITERIA:
EDUCATION:
- Degree or diploma in Administration, Business or equivalent preferably in a related field
REQUIRED EXPERIENCE:
- 2 years of related food service or recreation facility experience
- 1 year supervisory experience in related environment
OTHER SKILLS AND ASSETS:
- Working knowledge of related legislation, in applicable area of discipline
- Proficiency in MS Office
- Must be professional, energetic, a team player, self-motivated, and able to motivate others
- Effective written and oral communication skills
- Must be punctual, dependable and flexible to work evenings, weekends, and holidays as required
- Able to work under pressure & take initiative in a fast-paced environment, problem solve, meet tight deadlines and adapt to change
Mandatory Certifications, Designations or Licences
- Valid Ontario non-probationary Class ‘G’ Drivers Licence and access to own vehicle
- Standard First Aid and CPR C Certification
- Smart Serve Certification
- Food Handler’s Certificate
- WHMIS
**Various tests and/or exams may be administered as part of the selection criteria.
Interview: Our recruitment process may be completed with video conference technology.
