What are the responsibilities and job description for the Facilities Coordinator position at City of Eagan?
Facilities Coordinator
Pay: $40.263 - $52.205 per hour, DOQ
Full-Time, Non-Exempt, Benefit Eligible Position
Join the City of Eagan as our next Facilities Coordinator!
This role focuses on coordinating facility use, leading event setups, and delivering excellent customer service to create a welcoming, well-run environment. With a blend of operations and community engagement, this position offers the opportunity to make a meaningful impact while supporting strong community connections.
If you have hospitality and event planning experience, this may be the position for you!
If you have hospitality and event planning experience, this may be the position for you!
Position Summary
The Facilities Coordinator responds to the needs and concerns of all facility users in a courteous, informed, and enthusiastic manner including scheduling users and groups at the Community Center, processing detailed information, completing data entry for facility use requests, record-keeping and financial reporting for the rental process. The Facilities Coordinator is required to perform all tasks necessary to assist members and guests and to oversee and assist in functions that make the facility more attractive, presentable, and rentable.
The Facilities Coordinator will provide supervision to part-time employees and ensure that staff are executing high level customer service that meets the policies and standards of the Parks and Recreation Department.Work Hours:
Wednesday - Friday, 8:30am - 5pm. Saturday-Sunday, 10am - 6:30pm. This position may require periodic changes to the schedule based on the demands of special events, facility schedules, and department efforts.
Program Coordination & Facility Operations
- Arranges for and schedules use of all Community Center facilities, including but not limited to banquet and meeting rooms, gymnasium, performance center, gazebo and bandshell, for both individual and program activities through computerized scheduling system; issues facility use permits to customers.
- Provides and obtains relevant information for facility rental. Tour prospective customers, prepare invoices and receipt payments in conjunction with other Facility Team members.
- Coordinate all rental requests by customers including food and beverage, room setup diagrams and A/V equipment.
- Lead the set-up and coordination of audio and visual equipment for events.
- Oversee the daily event schedule to ensure proper room setups and customer needs are met in a timely fashion including communication of information to part-time staff.
- Communicate meeting and event set-up details with contracted caterers to ensure quality service.
- Supervise (coordinate, lead, and assist) in the scheduling of room setups, food & beverage operations, guest services counter, recreation programs, fitness center or other areas as necessary for community center operations.
- Responsible for collection of deposits, payments, issuance of refunds and invoices for facility rentals and food/beverage services.
- Develops, maintains and forwards reports to the Community Center Supervisor on a regular or as needed basis regarding facility use, food/beverage service, equipment or other provisions charged to the facility user.
- Lead and assist in the coordination of events and logistics for Department events and program.
- Monitor the Eagan Community Center and Central Park (building and grounds) to maintain a clean and safe environment for all users.
- Monitor building equipment and inventory as needed or directed.
- Open and close the building as scheduled.
- Provide a positive physical presence in the building to sustain a high level of customer contact.
- Demonstrate and communicate the customer service philosophy of the facility and department to guests and staff to ensure cohesive messaging and service.
- Greet and assist customers on the phone, in person and via e-mail; provide tours and information to ECC customers as needed.
- Assist guests in the registration for recreational programs, classes and activities, and in the reservation of facilities where applicable.
- Facilitate the sale of prospective facility, event, and activity services including communicating rental information, fitness center/track/gymnasium use, and completing appropriate documents.
- Troubleshoot concerns that may arise with customers, members or any groups using the facility or grounds.
- Complete on-going facility program evaluations, injury reports, damage reports and equipment or supply request forms.
- Report incidents and information to necessary supervisors, maintain and update logbooks and online information.
- Keeps Community Center Supervisor and other management staff informed of daily problems, new developments, work accomplishments and status of operation.
- Responsible for deposits, receipts and monies associated with registrations and cash register transactions.
- Monitors expenses and revenues. Gathers requested data and statistics, tracks equipment and supplies and costing, performs inventory control and purchasing duties as needed or directed.
- Perform other duties as assigned.
- Must be at least 18 years of age
- Associate’s degree in Parks & Recreation, or closely related field; experience may be substituted for degree.
- Three years of direct customer service experience in a highly visible and active environment.
- One year of experience supervising or providing work directions to part-time staff.
- Experience in executing/facilitating space rentals.
- Experience working in a recreation facility, hospitality/events industry, or similar field.
- Proficiency in Microsoft Office software programs.
- Current CPR and first aid training and/or certification or the ability to complete within 90 days of hire.
- Valid driver’s license.
- One year of experience working with facility or event scheduling software.
- Bachelor’s degree in a Recreation or a Parks and Recreation related field.
- Certified Park and Recreation Professional (CPRP) Certification.
- Experience supervising a public facility.
- Two years of supervisory experience.
- One year of experience in an office setting.
Knowledge of:
- Event logistics and best practices
- Reservation and point-of-sale software
- Facility operations
- Verbal and written communication
- Customer service and sales
- Strategic planning
- Balance operations and administrative responsibilities
- Problem solve and enforce facility policies
- Prioritize and provide work direction in a fast-paced environment
Supervision
The Facilities Coordinator will provide supervision of part-time seasonal and recurring staff and ensure that staff is executing high level customer service that meets the policies and standards of the Parks and Recreation Department.
Physical Requirements- Lead staff in performing light maintenance including, but not limited to, room set-up/take-down and general cleaning (windows, indoor playground, floors, spills, tables, chairs, vacuum carpeted areas, clean surfaces in restrooms and locker rooms, wipes down fitness equipment, restock paper products, pick up outside litter and snow removal when needed.)
- Must be able to lift/move 50 pounds.
- Must be able to stand and work for long periods of time.
- Use fine motor skills and manual dexterity to type and write, frequently using repetitive movements.
- See and read documents, correspondence, and computer screens.
- FSLA non-exempt position.
- Hours of work will include evenings, weekends, and holidays. The position may require periodic changes to the schedule based on the demands of special events, facility schedules, and department efforts. The Eagan Community Center is a facility that is open to the public from 5:00 a.m. to 9:00 p.m. with expanded hours relating to private rentals/special events.
- Job demands can be hectic and interruptive for extended periods of time, up to 8 hours, with a variety of tasks being performed at a fast pace.
- Anticipated Core Hours: Wednesday - Friday, 8:30am - 5pm. Saturday-Sunday, 10am - 6:30pm.
Salary : $40 - $52