Coordinator - Facility Rentals

Facilities Coordinator

The Facilities Coordinator will assist the Facility Rentals Manager with coordinating and managing the use of district facilities for both internal campus events and external rental events. Ensure efficient scheduling and compliance with district policies while supporting operational continuity across departments.

The following qualifications are required:

• Bachelor's degree (preferred); College hours, high school diploma or GED (required)
• Three years' experience in facilities scheduling and event planning or related field
• Experience in a school district preferred
• Strong organizational and time management skills
• Strong communication and customer service skills
• Knowledge of facility scheduling systems and event logistics
• Ability to multitask efficiently and execute multiple programs effectively
• Ability to meet deadlines and communicate last-minute requests to multiple departments
• Proficient in Microsoft Office and scheduling software

Major duties and responsibilities include:

1. Coordinate and maintain the district's facility use calendar for campus and support facilities.
2. Maintain records of time worked and materials used to include campus event labor associated with events.
3. Process and approve internal and external facility use requests.
4. Coordinate all rental activities with the Facility Rentals Manager for staff coverage of events and verify all required documentation and invoices are completed in an orderly and timely manner.
5. Develop and maintain knowledge of all district facilities including campus location and proximity to other district facilities.
6. Assist and support HVAC, BAS technicians and Emergency Management teams with scheduling needs to support events.
7. Assist in developing procedures to improve scheduling efficiency and event coordination.
8. Support campus administrators and department leadership with scheduling needs.
9. Provide timely and professional communication to internal staff and external organizations.
10. Occasional evening and weekend work required to support events.
11. Frequent interactions with staff, community members and external organizations.
12. Strive to improve leadership skills through self-initiated professional development activities.
13. Conduct oneself in a professional, ethical and responsible manner.
14. This position is considered essential personnel and will perform other duties as assigned.

Equipment used includes:

• Personal computer
• Printer
• Audio/video equipment
• Copier

Working conditions require:

• Ability to work within deadlines and handle frequent interruptions.
• Maintain emotional control under stress.
• Flexible and cooperative with all department, district and school personnel including district patrons.
• Frequent district wide travel; frequent prolonged and irregular hours.