Facilities Reservation Coordinator
City of Irvine - Irvine, CA

This job posting is no longer available on City of Irvine. Find similar jobs: Facility Reservation Coordinator jobs - City of Irvine jobs

The Community Services Department is seeking an experienced individual to coordinate and oversee the centralized facility reservations and program registration services located at the Community Services front counter. The City’s Facility Reservations Coordinator must have a proven track record in managing a computerized reservation system for multiple facilities, program registration and demonstrated public service skills.

The Facility Reservations Coordinator is responsible for the coordination and administration of facility reservations and program registration for all City facilities. Facility Reservations Coordinators develop, implement, and enforce facility use policies, and supervise facility reservations staff. The Facility Reservations Coordinator must possess the technical and functional expertise in this specialized area to perform duties in a highly independent manner, while maintaining a high level of customer service. Duties require creativity and resourcefulness to accomplish goals and objectives relating to this position.

The Facility Reservations Coordinator will be responsible for overseeing the entire facility reservations and use process. This includes: scheduling, planning, and organizing activities of the work unit; coordinating, reviewing, and approving facility applications and forms such as time sheets, work orders, reports, data base information, and insurance and financial reports. The Coordinator will also be responsible for supervising, scheduling, evaluating and mentoring 10 part-time employees. The ability to hold staff accountable, address personnel matters and lead a high performing team will be critical to success.

As the liaison between customers, event coordinators, and facility maintenance personnel, the Coordinator maintains communication with customers, receives complaints/comments, presents alternatives and implements solutions.

This recruitment will establish an eligibility list to fill future vacancies in this classification.

Essential Duties and Responsibilities:

The following duties are normal for this classification. These are not to be construed as exclusive or all- inclusive. Other duties may be required and assigned.

• Schedules, plans and organizes activities of the work unit. Coordinates, reviews and approves for completeness and accuracy all facility applications and various documents and forms, such as time sheets, work orders, reports, data base information, insurance reports. Ensures work is handled on a priority basis and completed in a timely manner.

• Develops, recommends, and implements long-range goals, objectives, and policies relevant to facilities reservations operations, including the section work plan and the City’s strategic business plan as it relates to facility usage.

• Supervises part-time staff, prioritizes and reviews work, evaluates employee performance, and provides technical guidance and training. Provides oversight for contract work. Assists supervisor in recruiting, hiring, and scheduling.

• Develops and monitors program budget, with signature authority for the approval of in-house and outside applications, payments, refunds, cancellations, transfers, changes, invoices, warrant requests, purchase requisitions, journal vouchers. Collects program/service fees and maintains related financial records.

• Administers, coordinates, maintains and updates the Facility Reservation Annual Renewal Process and the Facility Reservation Not-For-Profit files. Researches, prepares, compiles and coordinates work summaries and statistics and other written reports.

• Effectively communicates with all levels of City personnel and the public; assists city personnel and the public in obtaining facility reservations and information.

• Provides information to participants regarding facility use policies and procedures.

• Researches, prepares, and evaluates various narrative and statistical reports, spreadsheets, publicity materials, forms, correspondence, memoranda, lists, rosters and schedules.

• Acts as liaison between customers, event coordinators and facility maintenance personnel. Maintains communication with customers. Receives complaints/comments, presents alternatives and implements solutions. Actively works with customer problems to ensure the greatest level of satisfaction within policies and procedures.

• Utilizes word processing, spreadsheet and specialized database software applications. Performs computer file maintenance tasks such as maintaining and upgrading facility software program, computer letters and forms. Enters data into computer databases. Monitors location of all assigned records.

• Maintains knowledge of principals and practices of special events coordination, community trends and activities, and City policies and procedures.

Minimum Training and Experience Required to Perform Essential Job Functions:

Associate's degree in business administration or related field, with three years special events, customer service and/or facility management experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Supplemental Information:

The City of Irvine encompasses over 65 square miles and has a residential population of more than 217,000. Since its incorporation in 1971, Irvine has grown into an international hub for firms specializing in high-tech, bio-science, and automobile design. The City is ideally located adjacent to John Wayne/Orange County Airport and close to many of Southern California’s largest tourist attractions, numerous resorts, and some of the state’s finest beaches.

Irvine has also been recognized as “one of the ten (10) best places in the nation to live,” according to U.S. News and World Report. Other notable publications such as Parents Magazine indicate that Irvine is “one of the best places in the U.S. to raise a family.” The City of Irvine also has the distinction of being one of the safest cities in the nation with populations in excess of 100,000.

The City employs approximately 700 full-time and 600 part-time personnel and has an operating budget of $135.8 million and a $33.7 million Capital Improvement budget.

The Irvine community features an array of entertainment and recreational opportunities, parks and open space, a nationally recognized school district, a vibrant business environment, and an exceptional quality of life that makes it one of the most desirable cities in which to live and work.

Community Services
The Community Services Department has developed over the City’s history into an award winning mixture of programs and services. The Department employs 114 full-time and 500 part-time personnel and operates under a $28 million budget. Community Service programs/functions include Senior Services, Child, Youth, and Family Services, Animal Care, Recreation and Park Services, Disability Services, Athletics, Aquatics, Fine Arts Center, Facility Reservations and Contract Classes, Facility Maintenance Services, Public Facility Construction and Rehabilitation, Development and Park Planning, Open Space, Community Relations, Volunteer Coordination, Public Information and Special Events, and Transportation Services (TRIPS).

The Department oversees development and maintenance of over 700,000 square feet of high quality public facilities, creation of community and neighborhood park systems, and operation of existing parks and facilities, which includes: athletic fields and two aquatic centers; eighteen community parks; two senior centers; seven community centers; a Fine Arts Center; thirty-two neighborhood parks; an adventure playground; a nature center; an animal care center; and a skate park.

The Community Services Department’s vision is to create a lasting contribution to the health and well-being of the community. The Department’s mission is to provide exceptional service, innovative programs, and diverse cultural experiences in vibrant and sustainable spaces.

The selection process may include one or more of the following: application review and evaluation, performance test, written test, and/or oral interview examination.

Questions asked during the selection process are based on the knowledge and abilities required to successfully perform the job. If you have a disability that requires accommodation during the selection process, please notify Human Resources at least 24 hours prior to the first phase of the selection process.

The successful candidate will be required to take and pass a post-offer medical examination, including drug screening, by a City physician to ensure their physical suitability to perform assigned duties. In addition, the City of Irvine conducts a thorough background investigation prior to appointment.

This recruitment will establish an eligibility list to fill future vacancies in this classification.

The City of Irvine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

City of Irvine - 20 months ago - save job - block
Recommended Jobs
Guest Profile Agent/VIP Reservations Coordina...
Montage - Irvine, CA
Montage - 3 days ago

Conference Manager
Telogis - Aliso Viejo, CA
Telogis - 20 days ago

Union Bank - Brea, CA
Union Bank - 7 days ago
About this company
8 reviews