Job Purpose

This is a role for someone comfortable managing a bookings calendar, coordinating a contractor repair or getting the space ready for the next event. You will be responsible for coordinating the day-to-day running of the Lote Tree Community Hub, managing bookings and events, overseeing facilities, cleaning and contractors, and ensuring the space is safe, well-presented and functioning smoothly for all users. 

Specific Duties and Responsibilities

Bookings and events

• Manage the hub's booking calendar, processing enquiries and confirming bookings for community groups, hirers and events

• Coordinate set-up, delivery and pack-down for events, workshops and activities held at the hub

• Act as the main point of contact for hub users on the day, resolving access, room set-up and equipment issues

• Liaise with hirers and community groups to understand their facility needs and resolve issues promptly

• Support programme and events teams with registration forms and registration management. 

Facilities management and cleaning

• Oversee day-to-day facilities management, monitoring the condition of the building, grounds and equipment

• Manage cleaning of the hub, whether through direct cleaning tasks or coordinating cleaning contractors and rosters, ensuring the space is consistently clean and presentable

• Carry out or arrange routine maintenance checks and minor repairs, and report larger maintenance needs to the Board

• Maintain stock of cleaning supplies and hub equipment, ordering as required within budget

• Ensure health and safety standards are met, including safety equipment, signage, hazard management and incident reporting

• Ensure compliance with health and safety and safeguarding policies across all hub activities

Contractor management

• Source, engage and manage contractors and service providers (e.g. cleaners, maintenance, repairs, waste, security)

• Schedule contractor works and check the quality and completion of work carried out

• Maintain records of contractor agreements, invoices and works completed

Administration and reporting

• Maintain accurate records of bookings, contractor works, maintenance and expenditure

• Manage budgets and resources for hub operations, tracking expenditure and reporting on activities

• Provide administrative support including correspondence, scheduling and documentation

• Support and coordinate volunteers assisting with hub operations and event delivery

• Report regularly to the Lote Tree Board on hub operations, bookings, maintenance and budget

Experience and Education

• Proven experience in facilities coordination, venue or booking management, or an operations/administration role

• Experience managing contractors or service providers

• Strong organisational skills, with the ability to manage competing priorities and schedules

• A practical, hands-on approach to facilities upkeep and cleaning standards

• Excellent communication skills, comfortable liaising with the public, hirers and contractors

• Ability to work independently and exercise sound judgement

• Proficiency with basic IT systems (booking/calendar systems, email, spreadsheets)

• Understanding of health and safety obligations relevant to public or community facilities

• Current first aid or health and safety certification (desirable)

• Reliable transport or ability to travel to the hub location

Please send your CV and short cover letter to admin@lotetree.nz