Job Description

Primary purpose:
The Facility Coordinator supports the daily operations of the Cooper Center for Active Living by coordinating room use and rentals that are not OAS programs, providing administrative and customer service support, and serving as the primary point of contact for internal and external users of the building. The position focuses on scheduling, logistics, and communication to ensure that programs, meetings, and events run smoothly and that the facility is welcoming, safe, and well-organized in support of Older Adult Services (OAS) programs and City use. All other related or similar duties as required and directed.

Supervision:
Scope and Judgment: The Facility Coordinator performs a variety of administrative and logistical duties related to room scheduling, rentals, and day-to-day facility support within clearly established policies, procedures, and priorities for the Cooper Center. Work requires good judgment in organizing tasks, resolving routine scheduling and customer service issues, and recognizing when matters involving policy questions, safety concerns, significant conflicts in space use, or personnel issues must be elevated to the Deputy Director or Director for direction.
Supervision Received: Works under the general direction of the Deputy Director and/or their designee, following established policies, procedures, and priorities for building use and rentals. Refers non-routine or complex issues, policy questions, and significant conflicts in building use to the Deputy Director or Director.
Supervision Given: May provide day-to-day guidance, task direction, and scheduling input for Department Assistants and custodial staff assigned to support building activities and rentals, but does not have independent authority over hiring, performance evaluation, or discipline.

Essential Functions:
(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
Coordinate room schedules for non-OAS programs, City meetings, and permitted rentals using established priorities and guidelines set by OAS leadership.
Serve as the primary contact for inquiries about building availability, rental procedures, and basic policies; provide information, answer questions, and route more complex or exceptional requests to the Deputy Director or Director.
Enter, update, and maintain reservations, program schedules, and rental information in the City’s scheduling/permitting software; generate basic reports or schedules for staff as needed.
Support the administrative steps of the rental process, such as receiving and processing applications, confirming bookings, preparing standard rental agreements using approved templates, and tracking required documentation.
Coordinate with Department Assistants and custodial staff to ensure appropriate coverage for scheduled programs and rentals, including room setup, breakdown, and basic equipment needs, based on directions and staffing plans established by OAS leadership.
Provide onsite logistical support for events and programs as assigned, including posting room signs, confirming setups, assisting with simple technology needs, and communicating last-minute changes to staff and users.
Maintain up-to-date information on building use, hours, and rental procedures on the Cooper Center website and in printed materials, using content and messaging approved by the Director/Deputy Director.
Monitor the general condition of common areas, program rooms, and equipment; report maintenance, safety, or security concerns promptly to the appropriate City department or supervisor and follow up as directed.
Track basic inventory levels for supplies and shared equipment used in programs and rentals; notify the appropriate staff member when reordering is needed and assist with placing orders within established purchasing procedures.
Prepare routine reports and summaries related to building use (e.g., number of rentals, room usage, attendance estimates) using data from scheduling and permitting systems.
Provide high-quality customer service to older adults, community members, City staff, and outside organizations using the facility, helping them navigate building procedures and promoting a welcoming environment.
Assist with general office and administrative tasks related to facility operations, such as answering phones, responding to emails, filing, and data entry, as assigned.
Perform other similar or related duties as required to support the efficient day-to-day operation of the Cooper Center.

Minimum Entrance Qualifications:
Education, Training, and Experience:
High school diploma or equivalent required; additional coursework or training in office administration, hospitality, facilities coordination, or related areas preferred; plus two to three years of experience in office administration, customer service, event coordination, or facility support work, preferably in a public or community-based setting; or any equivalent combination of experience.
Experience working with older adults or in a human services, recreation, or municipal environment desirable. Proficiency with standard office software and scheduling tools; ability to learn and use the City’s permitting and reservations systems.
A strong commitment to public service and exceptional customer service is required.

Knowledge, Ability and Skill:
Knowledge: Good working knowledge in office administration, customer service, and scheduling. Familiarity with event or room reservations, facility use procedures, and standard office equipment.
Ability: Organize time, manage multiple requests, and follow established priorities for room use and rentals. Communicate clearly and courteously with older adults, City staff, and community members. Follow written policies and procedures and recognize when to elevate issues to supervisors. Work collaboratively with program, custodial, and maintenance staff to support building operations.
Skills: Strong interpersonal and customer service skills. Solid organizational skills and attention to detail in scheduling and recordkeeping. Comfort with computers, databases, and web-based systems.

Job Environment:
Has frequent contact with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations, etc. Communication is by means of telephone, personal discussion, and correspondence and involves discussing routine information requiring patience and courtesy. Operates computers, calculators, copier, telephone and all other standard office equipment.
Errors in judgment could result in delay or loss of services, legal ramifications, adverse public relations, and monetary loss.

Physical requirements:
(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Must be able to lift up to 20 lbs., stand for periods of time, and setup/breakdown tables, chairs and other apparatuses or items required for rentals or programs. Work is performed under typical office conditions as well as event conditions, with some exposure to occupational risks.

Performance Standard:
Employees at all levels are expected to effectively work together to meet the needs of the community and the city through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.
(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees