Reporting to the Assistant Manager of Racing, Brands & Broadcast, the Race office administrative assistant will provide direct support to the Racing Coordinator and Clerk of Course. Working exclusively live race events, a customer facing position which assists with payments collection (stalls/starting fees etc.), race reporting, promotion tracking, communication with Racing Officials and other duties as assigned.
Race Office Management
• Coolers: accept requests and order payments, process accurate paperwork and ensure order forms are forwarded to the Race Office Coordinator.
• Entries: accept and document all entries and equipment changes in a timely manner.
• Harness Racing: understanding of race day operations, requirements and regulations considered an asset (training provided).
• Multitasking: ability to handle several time sensitive tasks at the same time.
• Office Equipment: working knowledge of Microsoft Office Suite, printer, fax, and ability to monitor equipment maintenance.
• Race Results: accurate recording of results, emailing results to selected media contacts as directed.
• Telephone: maintain multi-line switchboard, forward calls, take messages, etc.
• Other duties as assigned.
Customer service:
• Collaboration: working closely with Racing Officials, Standardbred Canada Representative, Cage & Count Supervisors to ensure the successful delivery of Race Day.
• Communication: answer all inquiries, forward appropriate information to Racing Officials as required.
• Promotions; monitor all promotions, entry forms and issue winning vouchers.
• Telephone: answer all incoming calls within three (3) rings.
Budget Responsibilities:
• Debit Machine: processing daily reports and reconciliation of transactions.
• Office Inventory: maintaining inventory through regular orders.
• Payments: cash handling of payments, preparing and providing receipts, balancing of monetary assets daily.
• Customer Service Ambassador.
• Harness Racing knowledge, experience and willingness to be in barn areas.
• Strong organizational, time management and communication skills.
• Efficient with Microsoft Office (Outlook, Word, Excel etc.).
• Ability to quickly adapt to changing priorities.
• Critical thinking and problem solving.
• Bilingualism considered an asset.