CAMPBELL COUNTY
GILLETTE, WYOMING

Facilities Coordinator

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job and/or department.

DEFINITION
To schedule and coordinate facility rentals for various events that may take place simultaneously for full utilization of CAM-PLEX facilities and ensure adequate space and equipment is available for each event; utilize special computerized software; prepare use contracts; generate invoices and provide calendars to ensure proper facility and setup for event; coordinate other special events.

SUPERVISION RECEIVED AND EXERCISED
Exercise technical and functional supervision including lead supervision over administrative support staff and direct supervision of part time assistant.
Receive direction from Operations Manager.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Important and essential duties may include, but are not limited to, the following:

  1. Provide information to the general public regarding the availability of dates and facilities for their events and offer suggestions on alternative facilities and dates to encourage additional bookings.
  2. Responsible for the schedule of events and facility usage and determine that adequate time is available between events for setup, teardown, and maintenance. This includes verification of no over booking of facilities, staff resources, and equipment; provide weekly event schedule to staff, newspaper, radio stations and businesses.
  3. Schedule meetings with facility users in order to draw up the necessary contracts and facilitate meetings with the user, technical staff and custodial staff to discuss setup requirements to customer’s satisfaction while adhering to policies and procedures.
  4. Collect rental fees and write receipts with correct invoice number and account codes, deposits, insurance certificates, and licenses for each event.
  5. Determine setup requirements and offer suggestions to user.
  6. Process food and liquor contracts with caterers, insuring proper documentation of liquor permits, liquor liability insurance, liability insurance, and food service licenses.
  7. Verify kitchen inventory needed by caterers for each event are submitted in a timely manner.
  8. Prepare detailed weekly packets of finalized event information for technical, front-of-house, maintenance and custodial crews.
  9. Send thank you letters and questionnaire to all renters; review questionnaires to improve services.
  10. Program the automated marquee sign for publicity for all events and record the night attendant schedule of events.
  11. Prepare and process invoices for clients, caterers, and liquor providers in a timely manner and provide information to Accounts Receivable.
  12. Prepare monthly or annual calendar of events as requested.
  13. Prepare tabulated reports including facility usage, hours used, rental income, and attendance; use reports for budgeting purposes and to show economic impact.
  14. Ensure adequate coverage of the telephone and support services.
  15. Use software to draw buildings and layouts for rentals.
  16. Operate modern office machines and equipment including computers, typewriters, printers, copiers, calculators, credit card machines and fax machines; routinely use a full range of word processing and spread sheet computer software applications.
  17. Explain liability coverage requirements to users and insurance providers; verify certificate meets policy requirements; follow-up on any deficient certificates.
  18. Update and maintain CAM-PLEX Rental Guide, CCPLB Policies and Procedures Manual, equipment inventory, and general details on facilities and equipment; and serve as an information source for internal and external customers.
  19. Work closely with the Marketing Department and Theater Director in scheduling special events; co-chair setup meetings; and make recommendations as necessary.
  20. Assist in the development of the annual operations budget by providing revenue projections for events and rental equipment.
  21. Oversee the rider booking process including contracts, scheduling, invoicing, and explaining the policies to customers.
  22. Serve as the administrator of the scheduling software program; provide staff training and assistance as necessary.
  23. Oversee the CAM-PLEX facility key checkout procedures for all events.
  24. Adhere to safe work practices and procedures.
  25. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge; serve on committees as assigned.

OTHER JOB RELATED DUTIES

Perform related duties and responsibilities as required

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:

  • Modern office procedures, methods, and equipment.
  • Word processing methods, techniques, and programs.
  • Automated marquee sign.
  • Principles of contract administration (explaining Pepsi clause, liability insurance, rates, deposits, etc.)
  • Principles and procedures of record keeping.
  • Techniques used in public relations.
  • English usage, spelling, vocabulary, grammar, proofreading, and punctuation.
  • Principles and practices of working safely.
  • Principles of revenue projections.
  • Time management principles.
  • Advanced report preparation skills including computer data merging, linking, and query techniques.

Skill to:

  • Operate modern office equipment.
  • Type and enter data at a speed necessary for successful job performance.

Ability to:

  • Communicate clearly and concisely, both orally and in writing.
  • Respond to requests and inquiries from the general public.
  • Understand the organization and operation of the assigned department and the County necessary to assume assigned responsibilities.
  • Work extended hours as necessary.
  • Plan and organize work to meet schedules and time lines.
  • Schedule and coordinate projects; set priorities; adapt to changing priorities.
  • Exercise good and independent judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
  • Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
  • Handle multiple concurrent projects and manage priorities and tasks.
  • Effectively interact with a very diverse customer base.
  • Perform mathematical computations accurately.

 

EXPERIENCE AND TRAINING GUIDELINES:
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

  • Three to four years of related experience.

Education/Training:

  • Equivalent to two years of college or trade apprenticeship and/or specialized training.

LICENSES, CERTIFICATES OR REGISTRATIONS:
Must be current or obtained within a specified time frame as defined upon employment.

None

WORKING CONDITIONS:
Essential duties require the following:

Working Environment:

  • Minimal exposure to undesirable working conditions or exposure.

Physical Activities:

  • Essential functions require maintaining physical condition necessary minimal physical activity such as sitting, standing, walking and crouching/stooping/squatting.

Effective Date: May 6, 2008
Revision Date: May 6, 2008
Approval Date: May 6, 2008