Summary:

The Facilities Manager will be responsible for managing internal and external space bookings, including the management of set-up and breakdown. This position will be responsible for managing the master calendar for the university according to processes and priorities established by the organization. They will coordinate and communicate with departments for overlapping needs and requests. Liaison between campus operations and event owners (internal and external). They will function as point person for external prospective clients and facilitate booking and resource management for these events. They will manage the campus co-working space, handle requests from members, fill office rental vacancies, and ensure monthly payments are received via the automated payment system.

Job Description:

Essential duties and responsibilities

• Manage 25Live scheduling software for approvals and reports of all university rooms and spaces.
• Own and coordinate the master event calendar for the institution.
• Work with IT and academics to book all classrooms on a per-term basis.
• Coordinate event operation logistics for all events on campus and work closely with all departments and their stakeholders.
• Manage inventory of hard and soft goods (tables, chairs, table covers, trash cans, etc.) used for university events.
• Communicate and coordinate mover’s schedules.
• Participate in meetings with internal and external “clients”.
• Show spaces to external renters.
• Develop, implement, and monitor facility rental budget.
• Process contracts for external space renters in accordance with the General Counsel department’s procedures.
• Maintain accurate files to ensure full compliance of external renters.
• Develop and issue invoices for facility rentals ensuring 100% collection of those invoices.
• Supervise the facilities during specific room rentals.
• Ensure that all university rules, regulations, and policies are communicated to rental groups and ensure compliance.
• Coordinate related food service requirements for those facility rentals that require such catering.
• Responsible for proactively soliciting business to promote and coordinate venue bookings with repeat and new clients.
• Maintain booking quotas and revenue goals and create initiatives to increase venue revenue during low-demand periods.
• Review co-working space monthly revenue to ensure automated payments from members are received, assist members with event needs and space reservations, coordinate contracts for new members.
• Oversee seasonal employment.
• Other duties as assigned.

Required knowledge, skills, and abilities

• Excellent communication and customer service skills.
• Ability to connect and coordinate activities between different departments.
• Problem-solving and critical-thinking skills to handle changes and competing needs.
• Flexibility when it comes to scheduling - this role may require some nights and weekends.
• Ability to manage multiple tasks simultaneously in a fast-paced environment.

Minimum qualifications

• Bachelor’s degree (B.A.) from a four-year college or university.
• At least one year of related experience and/or training.

Accreditation and equal opportunity

Lynn University does not discriminate on the basis of race, color, gender, religion, sexual orientation, national origin, disability, genetic information, age, pregnancy, parenting status, veteran status or retirement status in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Lynn University does not discriminate on the basis of sex. Inquiries concerning the application of the non-discrimination policy may be directed to the Lynn University Compliance Officer/Title IX Coordinator at 3601 N. Military Trail, Boca Raton, FL 33431, [email protected], or +1 561-237-7727; or to the U.S. Department of Education Office for Civil Rights.

Lynn University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award baccalaureate, master's and doctoral degrees. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call +1 404-679-4500 for questions about the accreditation of Lynn University. 2020 Lynn University

Americans with Disabilities Act

Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling +1 561-237-7639.

The Annual Security and Fire Safety Report

In compliance with the Clery Act, the University annually provides a report to each student and current employee, as well as to prospective employees and students, that provides a detailed disclosure of information regarding campus security practices (including Emergency Response Plan, Timely Warnings, Emergency Warnings, Missing Persons, fire safety policies, fire prevention data, and Crime Log policies), as well as crime and fire-related incident statistics for the preceding year. The Annual Security and Fire Safety Report is available online at lynn.edu/securityreport

For your health, Lynn University is smoke- and tobacco-free.