Facilities & Programs Coordinator

The Marda Loop Communities Association is a not-for-profit body that has proudly served the residents of our community for over forty years. Supported both by staff and a dedicated group of neighbourhood volunteers, the Marda Loop Communities Association offers recreational and educational programs for all ages and serves as a conduit to City Hall, giving our residents a strong and coordinated voice. The MLCA works to consult on issues arising in the areas of community development, transportation, parks and green space.

The Opportunity:

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

Position Qualifications:

About You…

This position requires someone who is highly organized, enjoys working with the public, is comfortable managing multiple priorities, and takes pride in maintaining a welcoming, well run community facility.

Required Qualifications

• 2–5 years of experience in customer service, hospitality, facility rentals, event coordination, recreation, or a related field
• Outstanding customer service and relationship-building skills
• Excellent organizational and time-management abilities
• Strong problem-solving and decision-making skills
• Excellent written and verbal communication skills
• Ability to work independently with minimal supervision
• Comfortable balancing multiple priorities simultaneously
• Strong attention to detail
• Proficiency with Microsoft 365 (Outlook, Word and Excel)
• Experience using cloud-based scheduling or facility booking software is considered an asset

Working Conditions

This position involves regular movement throughout the facility, supporting event and rental activities, setup of community spaces, and may require moving light furniture and equipment. Some evening and weekend work is required to support community events and facility rentals, as is the ability to respond to urgent facility issues outside of regular business hours on occasion.

Reasonable accommodations will be provided to qualified individuals to enable them to perform the essential duties of the position.

Compensation:

The Facilities & Program Coordinator is a full-time (35 hours/week) hourly position with the rate of pay based upon experience. Vacation entitlement for the role is three weeks annually and the position is eligible to receive the MLCA health benefits package.

Application Process:

If you feel your experience, skills and career interests would be a good fit for the MLCA Facilities & Programs Coordinator position, please submit your resume and cover letter for review.

The MLCA is an equal opportunity employer and encourages applications from individuals representing diverse backgrounds and experiences. We are committed to providing an inclusive and accessible candidate experience. If you require accommodation during the recruitment and selection process, please let us know. We will collaborate with you to meet your needs.

We thank all interested candidates in advance; however, only individuals selected for interviews will be contacted.

For more information on the MLCA please visit our website:
www.mardaloop.com

This job ad is intended as a summary of the primary responsibilities and qualifications for this position. The job ad is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.