Hub Coordinator

Lote Tree Trust; Auckland; On-site; NZD 60,000 - 80,000; Full time

Job summary

Lote Tree Trust in Auckland is seeking a reliable hubs operations coordinator to manage the bookings calendar, coordinate events, and ensure the space runs smoothly for all users.

You will oversee facilities, cleaning, contractor liaison, health and safety compliance, budgeting, and reporting to the board, while supporting volunteers and the programme team.

Qualifications

• 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.
• Excellent communication skills and the ability to liaise with the public, hirers and contractors.
• Proficiency with basic IT systems (booking/calendar systems, email, spreadsheets).
• Understanding of health and safety obligations relevant to public or community facilities.

Responsibilities

• 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.
• Oversee day‑to‑day facilities management, monitoring the condition of the building, grounds and equipment.
• Manage cleaning of the hub, coordinating cleaning contractors and rosters to maintain cleanliness.
• Carry out routine maintenance checks and report larger needs to the Board.
• Source, engage and manage contractors and service providers (cleaners, maintenance, repairs, waste, security).
• Maintain records of bookings, contractor works, maintenance and expenditure; manage budgets and reporting.

Skills

Facilities coordination

Booking management

Operations

Administration

Tools

Booking systems

Calendar software

Email

Spreadsheets

Job description

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