Community, Club & Venue Operations Coordinator

Toitū Pōneke Community & Sports Centre (thehub); Wellington; On-site; NZD 28,000 - 38,000; Part time

Job summary

Toitū Pōneke Community & Sports Centre (thehub) is seeking a part-time Community, Club & Venue Operations Coordinator in Kilbirnie, Wellington. You will manage bookings, coordinate venue operations, and support clubs, community groups and hirers to deliver welcoming experiences.

The role focuses on day-to-day operations, customer service, and engagement, reporting to the General Manager. It offers a hands-on chance to strengthen community connections while ensuring spaces are ready and compliant.

Qualifications

• Experience in community, sport, recreation or events is desirable.
• Strong customer service and relationship-management skills.
• Excellent organisation and attention to detail.

Responsibilities

• Manage routine venue enquiries from initial contact through to confirmation.
• Provide approved venue information, quotes and booking requirements.
• Maintain bookings accurately in the venue booking system and ensure changes are recorded promptly.
• Follow up prospective hirers and confirmed bookings.
• Coordinate room requirements including layout, AV, access, cleaning and other agreed services.
• Maintain clear booking records and support initiatives to increase venue utilisation.

Skills

Customer service

Relationship management

Organisation

Communication

Event coordination

Tools

Booking system

Microsoft Office

CRM/Email

Job description

Company Description

Toitū Pōneke Community & Sports Centre (thehub) is a dynamic, sustainable, and inclusive community hub focused on sport, active recreation, and social connection. The centre provides welcoming spaces and facilities for clubs, community groups, and local residents to engage in healthy, social, and recreational activities. Its mission is to inspire people to lead more fulfilling lives by making participation in sport and community events accessible and enjoyable. thehub fosters partnerships with local organisations and clubs to deliver a diverse range of programs and experiences. The environment is collaborative, community-centered, and committed to long-term positive impact in Wellington.

Role Description

Community, Club & Venue Operations Coordinator

Reports to

General Manager

Hours

Approximately 30 hours per week

Employment focus

Community, club, booking and venue operations

Location

Toitū Pōneke Community & Sports Centre, Kilbirnie, Wellington

Position Purpose

The Community, Club & Venue Operations Coordinator supports the effective day-to-day operation of Toitū Pōneke and helps ensure clubs, community groups, members, hirers and visitors receive a welcoming, organised and professional experience.

The role takes operational ownership of routine venue, booking and community coordination, allowing the General Manager to focus on strategic leadership, commercial development, funding, partnerships and organisational management.

This is a community and venue operations role. Direct bar and kitchen operations are deliberately outside the core responsibilities of the position.

Key Relationships

• General Manager
• Toitū Pōneke Board and affiliated clubs
• Community groups, venue hirers, members and visitors
• Contractors, cleaners, suppliers and service providers
• Function and food & beverage staff
• Local partners and community stakeholders

Key Responsibilities

1. 1. Bookings & Customer Service
   • Manage routine venue enquiries from initial contact through to confirmation.
   • Provide approved venue information, quotes and booking requirements.
   • Maintain bookings accurately in the venue booking system and ensure changes are recorded promptly.
   • Follow up prospective hirers and confirmed bookings.
   • Coordinate room requirements including layout, AV, access, cleaning and other agreed services.
   • Maintain clear booking records and support initiatives to increase venue utilisation.
2. 2. Venue Operations
   • Undertake routine venue-readiness and presentation checks.
   • Identify maintenance, equipment, access or facility issues and ensure they are reported and followed up.
   • Coordinate cleaners, contractors and suppliers within delegated authority.
   • Support building access arrangements and day-to-day operational requirements.
   • Assist with health, safety and operational compliance processes relevant to venue operations.
   • Help ensure spaces are ready, welcoming and fit for scheduled users.
3. 3. Club & Community Relationships
   • Act as a day-to-day point of contact for affiliated clubs and regular community users.
   • Build positive relationships across clubs, community groups, members and hirers.
   • Identify opportunities for collaboration, participation and stronger community connection.
   • Support communication between Toitū Pōneke and its user groups.
4. 4. Functions & Events – Pre-Event Coordination
   • Coordinate function enquiries, bookings and client requirements before the event.
   • Confirm room layouts, setup requirements, catering, AV and other agreed services.
   • Prepare clear function briefs/run sheets and hand operational requirements to the relevant duty/function and food & beverage team.
   • Ensure clients understand applicable venue conditions, access arrangements and event requirements.
5. 5. Membership & Engagement
   • Support administration and day-to-day delivery of thehub membership programme.
   • Assist with member onboarding, access, records and routine communications.
   • Support initiatives that strengthen engagement, participation and use of the facility.
6. 6. Administration & Reporting
   • Maintain accurate operational and booking records.
   • Provide information required for invoicing and follow up routine administrative matters.
   • Track enquiries, booking conversions, venue utilisation, membership and relevant community activity.
   • Provide concise operational information and reports to the General Manager as required.
   • Assist the General Manager with agreed administrative and operational projects.

Key Performance Indicators

• Venue enquiries are responded to and progressed promptly and professionally.
• Booking records are accurate and client requirements are clearly documented.
• Rooms and facilities are appropriately coordinated and ready for users.
• Routine operational issues are identified, escalated and followed through.
• Positive and responsive relationships are maintained with clubs, hirers and community users.
• Membership administration and engagement activities are delivered reliably.
• The General Manager experiences a measurable reduction in routine booking and venue coordination workload.

Person Specification

• Strong customer service and relationship-management skills.
• Excellent organisation, follow-through and attention to detail.
• Confident written and verbal communication.
• Ability to manage multiple bookings, priorities and operational tasks.
• Comfortable using booking, email and general office systems.
• Practical problem-solving approach and willingness to take ownership.
• Experience in community, sport, recreation, events, venue operations or a similar environment is desirable.
• Understanding of health and safety and good operational practice is desirable.

Role Success

Success in this role means routine venue, booking and community coordination is handled confidently and consistently; clubs and hirers know who to contact; operational issues are followed through; and the General Manager has greater capacity to focus on leadership, funding, partnerships and growth.