Facilities Administrator

Municipal District Services, LLC

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.