Premises Coordinator Job Description

Job title: Premises Coordinator
Reports to: Clerk or Co-Clerk to Premises Committee
Hours per week: 22.5
Salary: £16,875 (£30,000 pro rata)
CONTRACT DURATION: TBC
Location: Westminster Quaker Meeting House

Main purpose of the job

  • to coordinate both the day-to- day business of hiring the meeting house and the
    maintenance of the building
  • to manage the logistics of hosting multiple group activities on the premises, issuing keys,
    maintaining timetables, ensuring the smooth running of the building to meet the needs of
    hirers and visitors, and answering any queries hirers may have
  • to work with the Premises Committee and two Resident Friends to organise and manage
    the hiring activity in accordance with the policies and instruction of the Premises Committee
    liaising with the Resident Friends will be a fixture on the regular agenda to ensure
    continuity of cover for the Meeting House. Saturday is our busiest day.

Principal duties

  • to be a visible presence in the meeting house, working from the office five days a week, 4.5
    hours per day across the middle of the day to allow contact with the morning and afternoon
    hirers
  • to manage the logistics of hosting multiple group activities on the premises, issuing keys,
    maintaining shared timetables (including an online calendar for use by Premises Committee
    and the Treasurer), ensuring the smooth running of the building to meet the needs of hirers
    and visitors, and answering any queries hirers may have
  • to record information about the financial management and use of the meeting house using
    data collection systems provided
  • to work with the bookkeeper and Treasurer on the financial management of the meeting
    house, including record keeping, handling accounts receivable, overseeing utilities (heating,
    lighting, broadband, water) and overseeing arrangements with cleaners
  • to be responsible for ensuring accounts receivable are paid in a timely way, and action is
    taken when accounts are in arrears
  • to make regular reports to Premises Committee on the use of the building, including
    timetabling and financial information
  • to make recommendations on hiring fees, taking into account fee increments at Friends
    House and any other comparable venues
  • to keep a database of small contractors, and when required bring quotes and
    recommendations for works to the Premises Committee for consideration
  • to arrange and manage any necessary repairs and maintenance by contractors.
  • to work to replace any hirers who cease to hire rooms, and find new hirers for any time
    slots available (as determined by Premises Committee)
  • to support the Resident Friends
  • to attend meetings with your named line manager approximately every 4 to 8 weeks and
    contribute to the design of your workload, target setting and appraisal cycle
  • to undertake any reasonable tasks required by your Line Manager relating to the
    coordination of work within the Meeting House

Key deliverables

  • A well-managed, safe, pleasant environment for all Meeting House hirers and users.
  • The Meeting House effectively represented in the local community
  • A sustained income from our hiring activity, with annual reviews to hire rates to reflect
    changing local market conditions. Where possible, greater occupancy for rooms, while
    maintaining the objective of providing an ‘Oasis of Calm’.

Premises Coordinator Overview

Person Specification

How To Apply