The Marda Loop Communities Association (MLCA) is seeking an organized, customer-focused, and community-minded Facilities & Programs Coordinator to join our team. This is an exciting opportunity for someone who enjoys working with people, coordinating events, supporting community programs, and ensuring exceptional experiences for facility users. From the first inquiry through event completion, you will ensure every rental is professionally coordinated while overseeing ongoing facility maintenance, supporting operations of the Association and providing administrative support for community programs and events.

The Facilities & Programs Coordinator is responsible for programming and coordinating rentals of the MLCA upper and lower halls and adjacent kitchens, multipurpose room, tennis courts, volleyball courts and ice rink in accordance with the defined facility rental processes. Reporting to the General Manager, the Facilities & Programs Coordinator is a full-time position that combines customer service, facility rentals, event coordination, administrative support, and community programming into a dynamic and rewarding role. 

Key Duties & Responsibilities:

Facilities Rentals

• Respond promptly and professionally to rental inquiries, typically within one business day
• Conduct facility tours for prospective renters, explaining rental policies, procedures, and expectations to clients
• Prepare, manage, and maintain rental agreements and associated documentation
• Coordinate rental deposits, payments, refunds, and financial documentation, liaising with the MLCA Accountant as required
• Schedule and administer electronic building access for renters
• Maintain accurate internal and public facility booking records and calendars
• Coordinate internal bookings for the MLCA programs, meetings, and events
• Work to maximize facility utilization and rental revenue
• Identify and escalate renter issues to the General Manager as required

Facilities Services / Operations

• Coordinate room setup, event logistics, and facility orientation for renters
• Arrange post-event cleaning and inspect facilities after rentals to identify any damage, issues or additional cleaning required and coordinate corrective action
• Perform regular facility inspections and coordinate maintenance or repair as required to and ensure facilities remain clean, safe, secure, functional, and welcoming
• Coordinate third-party contractors for: cleaning, room setup and teardown, maintenance, waste removal, and building supplies
• Identify additional temporary staff to fulfill other contracted service obligations to rental clients
• Recommend improvements that enhance the appearance and functionality of the facilities

Community Programs & Events

• Support planning and delivery of community programs and special events
• Coordinate community programs, including room bookings, contractor scheduling, participant registration, and program logistics
• Manage customer relations and build positive relationships with community partners and stakeholders
• Assist in evaluating program effectiveness and preparing reports
• Ensure programs comply with applicable policies, procedures, and health and safety requirements
• Provide administrative support for community initiatives and events

Administrative Support

• Assist the General Manager with day-to-day administrative duties
• Respond to community member inquiries
• Process memberships and maintain accurate records
• Foster positive working relationships with staff, volunteers, Board members, contractors, and community partners
• Ensure compliance with MLCA policies and procedures

For full details and how to apply, visit https://www.fitzii.com/apply/99660