Facility Coordinator

Facility Coordinator

The primary purpose of the Facility Coordinator is to support the daily operations of the Cooper Center for Active Living by coordinating room use and rentals that are not OAS programs, providing administrative and customer service support, and serving as the primary point of contact for internal and external users of the building. The position focuses on scheduling, logistics, and communication to ensure that programs, meetings, and events run smoothly and that the facility is welcoming, safe, and well-organized in support of Older Adult Services (OAS) programs and City use. All other related or similar duties as required and directed.

The Facility Coordinator performs a variety of administrative and logistical duties related to room scheduling, rentals, and day-to-day facility support within clearly established policies, procedures, and priorities for the Cooper Center. Work requires good judgment in organizing tasks, resolving routine scheduling and customer service issues, and recognizing when matters involving policy questions, safety concerns, significant conflicts in space use, or personnel issues must be elevated to the Deputy Director or Director for direction. Works under the general direction of the Deputy Director and/or their designee, following established policies, procedures, and priorities for building use and rentals. Refers non-routine or complex issues, policy questions, and significant conflicts in building use to the Deputy Director or Director. May provide day-to-day guidance, task direction, and scheduling input for Department Assistants and custodial staff assigned to support building activities and rentals, but does not have independent authority over hiring, performance evaluation, or discipline.

Coordinate room schedules for non-OAS programs, City meetings, and permitted rentals using established priorities and guidelines set by OAS leadership. Serve as the primary contact for inquiries about building availability, rental procedures, and basic policies; provide information, answer questions, and route more complex or exceptional requests to the Deputy Director or Director. Enter, update, and maintain reservations, program schedules, and rental information in the City's scheduling/permitting software; generate basic reports or schedules for staff as needed. Support the administrative steps of the rental process, such as receiving and processing applications, confirming bookings, preparing standard rental agreements using approved templates, and tracking required documentation. Coordinate with Department Assistants and custodial staff to ensure appropriate coverage for scheduled programs and rentals, including room setup, breakdown, and basic equipment needs, based on directions and staffing plans established by OAS leadership. Provide onsite logistical support for events and programs as assigned, including posting room signs, confirming setups, assisting with simple technology needs, and communicating last-minute changes to staff and users. Maintain up-to-date information on building use, hours, and rental procedures on the Cooper Center website and in printed materials, using content and messaging approved by the Director/Deputy Director. Monitor the general condition of common areas, program rooms, and equipment; report maintenance, safety, or security concerns promptly to the appropriate City department or supervisor and follow up as directed. Track basic inventory levels for supplies and shared equipment used in programs and rentals; notify the appropriate staff member when reordering is needed and assist with placing orders within established purchasing procedures. Prepare routine reports and summaries related to building use (e.g., number of rentals, room usage, attendance estimates) using data from scheduling and permitting systems. Provide high-quality customer service to older adults, community members, City staff, and outside organizations using the facility, helping them navigate building procedures and promoting a welcoming environment. Assist with general office and administrative tasks related to facility operations, such as answering phones, responding to emails, filing, and data entry, as assigned. Perform other similar or related duties as required to support the efficient day-to-day operation of the Cooper Center.

High school diploma or equivalent required; additional coursework or training in office administration, hospitality, facilities coordination, or related areas preferred; plus two to three years of experience in office administration, customer service, event coordination, or facility support work, preferably in a public or community-based setting; or any equivalent combination of experience. Experience working with older adults or in a human services, recreation, or municipal environment desirable. Proficiency with standard office software and scheduling tools; ability to learn and use the City's permitting and reservations systems. A strong commitment to public service and exceptional customer service is required.

Good working knowledge in office administration, customer service, and scheduling. Familiarity with event or room reservations, facility use procedures, and standard office equipment. Organize time, manage multiple requests, and follow established priorities for room use and rentals. Communicate clearly and courteously with older adults, City staff, and community members. Follow written policies and procedures and recognize when to elevate issues to supervisors. Work collaboratively with program, custodial, and maintenance staff to support building operations. Strong interpersonal and customer service skills. Solid organizational skills and attention to detail in scheduling and recordkeeping. Comfort with computers, databases, and web-based systems.

Has frequent contact with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations, etc. Communication is by means of telephone, personal discussion, and correspondence and involves discussing routine information requiring patience and courtesy. Operates computers, calculators, copier, telephone and all other standard office equipment. Errors in judgment could result in delay or loss of services, legal ramifications, adverse public relations, and monetary loss.

Must be able to lift up to 20 lbs., stand for periods of time, and setup/breakdown tables, chairs and other apparatuses or items required for rentals or programs. Work is performed under typical office conditions as well as event conditions, with some exposure to occupational risks.