Race Office Administrative Assistant

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. This is a customer-facing position that works exclusively during live race events, assisting with payments collection (stalls/starting fees, etc.), race reporting, promotion tracking, communication with Racing Officials, and other duties as assigned.

• 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 skills.
• Bilingualism is considered an asset.

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 is considered an asset (training provided).
• Multitasking: Ability to handle several time-sensitive tasks simultaneously.
• Office Equipment: Working knowledge of Microsoft Office Suite, printer, fax, and ability to monitor equipment maintenance.
• Race Results: Accurately record results and email them to selected media contacts as directed.
• Telephone: Maintain multi-line switchboard, forward calls, take messages, etc.
• Other duties as assigned.

Customer Service:
• Collaboration: Work closely with Racing Officials, Standardbred Canada Representative, Cage & Count Supervisors to ensure the successful delivery of Race Day.
• Communication: Answer all inquiries and 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: Process daily reports and reconciliation of transactions.
• Office Inventory: Maintain inventory through regular orders.
• Payments: Handle cash payments, prepare and provide receipts, and balance monetary assets daily.