Role: Facilities Coordinator
Facilities Coordinator
Responsibilities include:
- Gym Booking & Allocation
- Book gyms suitable for each age group’s needs, prioritizing larger gyms where possible to accommodate team sizes
- Allocate gym times for evaluations, practices, and skill sessions in coordination with Age Group Coordinators
- Provide Age Group Coordinators with a list of gyms available for their teams shortly after team numbers are finalized (typically second week of September)
- Receive gym preferences from coaches and manage any necessary adjustments or juggling between age groups to accommodate coach commitments
- Additional Gym Management
- Identify makeup gym times for blackout dates or schedule conflicts
- Post available extra gym times on the SoCal website and confirm these with coaches who request additional time
- Monitor the City of Calgary website for extra gym time availability and secure bookings as needed (if extra gym time is underutilized, this may be minimal)
- Facility Issues & Payments
- Address any issues related to rented facilities (e.g., lockouts, damage) in coordination with the League President
- Prepare payment documentation for gym rental invoices, including invoice numbers and amounts
- Submit payment documents to the President, Treasurer, and Dave Hayes to facilitate timely cheque issuance before invoice due dates
- Maintain a clear, organized spreadsheet tracking payments with links to related invoices
Timing & Availability:
- May and June are especially busy months for booking gym space
- After teams are finalized (early September), the coordinator should be available to respond to emails regularly throughout the day and early evening
- Responsiveness and flexibility during the season are important for managing scheduling changes and facility issues
If you reside in the updated SoCal zone (verify here) and are interested in this role, please contact us at info@sccba.ca.
