Facilities Administrator

Job description

POSITION SUMMARY:

The Facilities Administrator is responsible for the overall facilities management, implementation of planning, programming, and renting of the Municipal Utilities District 122 & 123 Park and Event Center. The Facilities Administrator must work with the MUD Boards and consultant teams in implementing the Board’s vision; facilitating communication and building community partnerships; ensuring appropriate budget administration. Primary responsibilities will include all aspects of planning, promoting, and executing a robust calendar of private rentals supporting community programs, events, classes, activities, and rentals for the Lakemont residents and renters, as needed.

ESSENTIAL DUTIES:

The Facilities Administrator should be available to plan, coordinate and attend the various functions; as well as purchase supplies and make bank deposits if necessary. This position is not a typical 8-5 desk job and will require the administrator to flex their work week on occasion as many events are held on weekends, evenings, and holidays.

Operations, Administration

  • Responsible for meeting with the clients to determine needs, meeting those needs and exceeding their expectations through detailed communication.
  • Establish and implement general policies and procedures for events.
  • Develop and nurture a viable network of vendors and staff for maintaining the facilities.
  • Set up event operations--including creating an operation manual and establishing policies/procedures for: opening and closing; emergency preparedness; room rentals; activity registration and participation.
  • In collaboration with the MUD boards the administrator will produce and follow an annual budget for event income and expenses.
  • Maintain accurate accounting records of all expenditures and revenue.
  • Provide monthly financial reports for activities as part of the facilities report.
  • Act as a Purchasing Agent for supplies needed to maintain the facility in safe and effective operations.
  • Maintain the registration software database, troubleshoot, enter events for registration, create and distribute monthly reports.
  • Set-up and manage vendors and payments.
  • Make deposits as necessary.

Programming

  • Collaborate with the Boards to develop and promote community programs.
  • Coordinate with key partners to execute program goals.
  • Oversee program scheduling to include all scheduling of rooms and other recreation facilities.
  • Prepare & submit to the Boards quarterly reports.
  • Coordinate scheduling of Maintenance and Patrol staff during high usage time frames.
  • Coordinate set-up and clean-up with appropriate personnel.
  • Maintain a broad information pool of local vendors, acting as a resource for clients.
  • Create and distribute a set expectations of acceptable vendor activities while on property.
  • Collaborate with appropriate users for the setting up of tables, chairs and decorations, etc. for all events.

Communications

  • Edit, produce and distribute a newsletter, including promotions, articles, advertisements, calendars and schedule.
  • Establish and nurture partnerships with local organizations and institutions that will benefit the community.
  • Work with key personnel to plan events and web pages.
  • Work with advertisers where appropriate or necessary.

KNOWLEDGE, SKILLS AND ABILITIES:

The Facilities Administrator should have the following skills and abilities:

  • Vendor Management
  • Public Relations and/or Customer Service Experience
  • Facility Start-Up/Operations Experience

PHYSICAL DEMANDS/WORK ENVIRONMENT:

The Facilities Administrator should be physically able to assist in event set-up and break down and the ability to stand for extended periods of time.

MINIMUM QUALIFICATIONS:

  • The Facilities Administrator must have strong communication, coordination, and planning skills, familiarity with the needs of event clients and the ability to meet those needs.
  • Must be able to manage an annual budget and be computer literate.
  • This is not an 8-5, Monday-Friday desk job. Qualified candidates must be able to work full-time hours that are flexible and will include some nights, weekends and holidays.
  • Candidates must be able to work outdoors in various weather conditions, stand for extended periods, and repetitively lift and move up to 25 lbs.
  • Candidates must be self-motivated and able to work effectively with the MUD boards and committee members, as well as volunteers.
  • Candidates should have 1-3 years of professional experience in facilities management, recreation programming, or other related experience.

Job Type: Part-time
Pay: $18.00 - $23.00 per hour
Expected hours: No more than 30 per week

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