Facility Coordinator - Cannot be filled until

Job Description Primary Purpose

The Facility Coordinator supports 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.

Scope and Judgment: 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. 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.

Supervision Received: 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.

Supervision Given: 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…