Administration - Racetrack Support Staff Position

Millarville Racing and Agricultural Society

Overview

The Administration Racetrack Support Staff position plays a central role in supporting the day-to-day operations of MRAS. This position serves as a welcoming first point of contact for community members, volunteers, and user groups while providing broad administrative support to the Operations office and leadership team. Responsibilities include managing office communications, coordinating memberships and records, supporting committee and event administration, maintaining organized systems and documentation, assisting with procurement and invoicing, and helping ensure smooth operations across the facility. The role is well suited to someone who is highly organized, customer-focused, adaptable, and self-motivated, with strong communication skills and the ability to work collaboratively in a busy, community-based environment.

Tasks and Responsibilities

  • Act as a welcoming point of contact (reception) for community members, tenants, and promote revenue growth for MRAS within facility rental portfolio.

  • Managing office phones/office emails

  • Membership management for both regular memberships and equine memberships

  • Coordinate membership records and transactions through required software applications.

  • Help where needed in organizing our events such as signature events, volunteer appreciation, etc.

  • Order and track office and maintenance supplies, ensuring smooth day-to-day operations

  • TrackWatch production and distribution

  • Provide organizational and administrative support to the Operations office and leadership team

  • Prepare correspondence, reports, and meeting materials. Attend committee meetings as required.

  • Attend and support all MRAS committee meetings and committee chairs (Race, Fair, Market, Equine, Events)

  • Establish and consistently ensure online file system is structured

  • Provide support in documenting processes and procedures for the organization under the direction of Operations.

  • Procurement responsibility for material and equipment supply vendors, complete with coding of all invoices and tracking of costs

  • Support volunteers and seasonal staff with administrative needs including maintaining a volunteer data tracking system, billing for user groups, and working with user groups for bookings

  • Support office and team in any other admin duties as required.

  • Responsibility to engage in all areas of the MRAS facility operations to gain a broad understanding of functionality

Skills, Knowledge, and Abilities Required

  • Organizational Skills: Detail-oriented with strong planning and time-management capabilities. Ability to multi-task and prioritize competing demands.

  • Communication Skills: Strong written and verbal communication with emphasis on engagement within a diverse stakeholder group

  • Customer Service: Ability to resolve inquiries and complaints diplomatically and effectively.

  • Event Planning Assistance: Proficiency in supporting the organization of multi-day events, logistics, and coordinating with diverse stakeholders.

  • Problem Solving: Quick decision-making and crisis management skills under pressure.

  • Teamwork: Possess the ability to work effectively within a collaborative team. Strengthen relationships with others including volunteers

  • Self-Motivated: Identify tasks that need completing and execute them with minimal direction and oversight.

PLEASE SEND YOUR RESUME OR INQUIRES TO: president@MRAS-Track.com

Thank you for your interest in MRAS!