Rental & Event Coordinator

Description

The purpose of this position is to coordinate and implement rentals, events, meetings, and functions at a recreation / community center.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Plan, advertise and implement effective rentals, events, meetings, and functions. Promptly responds to rental inquires, fielding all incoming calls or emails, and showing the rental space to potential clients.

Schedules and facilitates the details required for each booking, including responding to initial rental contacts; scheduling and booking;

collecting rental payments; coordinating staff schedules and duties; and representing the City in a professional manner.

2. Work closely with and supervise Facility Attendants, AV / Production contractors, caterers, volunteers, and peers in all areas of job responsibility.

On-site evening, weekend, and non-traditional work hours are required. Assist staff with rental setup, the event, and cleanup.

Supervising, cleaning, and maintenance of rental and event supplies and equipment (i.e., table, chairs, and wide area commercial vacuum cleaners).

3. Oversee facility rental calendar(s), flyers, website updates and marketing of programs / events.

4. Utilize surveys, interviews and event evaluations to assess and improve existing programs. Research programming and rental opportunities to increase rentable use of the center's facilities.

5. Develop and utilize community partnerships with organizations; businesses; public schools; churches; and like-minded organizations.

Secure sponsorships for programs and special events through ongoing networking and annual sponsorship campaigns.

6. Interact with the general public, facility rental patrons, facility guests / participants, and peers using patience, understanding, professionalism, and diplomacy.

7. Maintains accurate participant counts, registrations, daily reports, and accident / incident reports. Prepares daily deposit and cash report.

Responsible for collecting and accounting for all funds received and spent for the assigned facility and equipment per established policy and procedure.

8. Provides support for department special events before, during, and after the event in the areas and for functions relative to essential job duties and / or otherwise assigned.

Perform any other related duties as required or assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Four-year college degree, or equivalent experience resulting in broad knowledge of a field related to the job, such as recreation and parks or event / banquet management, plus 2 years related experience and / or training, and 12 to 18 months related management experience, or equivalent combination of education and experience.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Required to possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.

First Aid & CPR certification or the ability to obtain certification within six-months of start date.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Certified Parks & Recreation Professional.

Certifications in special events, catering and events, and / or meeting planning.

Supplemental Information

SOFTWARE SKILLS REQUIRED

Intermediate : Alphanumeric Data Entry, Payroll Systems, Word Processing / Typing

Basic : Accounting, Contact Management, Human Resources Systems, Other, Presentation / PowerPoint, Spreadsheet

ADDITIONAL SOFTWARE SKILLS

MS Word or equivalent word processing software; MS Excel or equivalent spreadsheet software and Internet software. ActiveNet recreation management and registration software, or equivalent.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

None.

SUPERVISORY RESPONSIBILITIES

Directly supervises 0 subordinate supervisor(s) who supervise(s) a total of 0 employee(s). Supervises 2-6 non-supervisory employee(s).

Areas supervised by this position include rentals, events, meetings, and functions at the Mary Sue Rich Community Center.

Non-supervisory employees supervised by this position include : Facility Attendants (1-3 positions) and volunteers (numbers may vary).

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

Ability to read, analyze, and understand general business / company related articles and professional journals; Ability to speak effectively before groups of customers or employees.

Ability to write reports, business correspondence, and policy / procedure manuals; Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents;

Ability to respond to complex or difficult inquiries or complaints from customers, regulatory agencies, or members of the business community.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED

Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and / or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of small organizational component and the organization's clientele.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations;

also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately directed. Activities covered by wide-ranging policies and courses of action, and generally directed as to execution and review.

High order of analytical, interpretative, and / or constructive thinking in varied situations.

USE OF MACHINES, EQUIPMENT AND / OR COMPUTERS

Regular use of specialized rental and event supplies and equipment (i.e., table, chairs, and wide area commercial vacuum cleaners).

Regular use of specialized or advanced software programs (i.e., recreation management and registration software).

ACCURACY

Probable errors would not likely be detected until they reached another division, office or patron, and would then require considerable time and effort to correct the situation.

Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

PUBLIC CONTACT

Extensive contacts with various diversified sectors of the public environment; wherein, some contacts and customers are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT

Contacts with other divisions or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken.

Also, important contacts with associates as required in advanced supervisory jobs.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, talk or hear, taste or smell;

and frequently required to stoop, kneel, crouch, or crawl; occasionally required to climb or balance.

The employee must frequently lift and / or move up to 50 pounds, regularly lift and / or move up to 10 pounds, regularly lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is frequently exposed to outdoor weather conditions; and occasionally exposed to extreme heat.

The noise level in the work environment is usually moderate.

ADDITIONAL INFORMATION

Supervise staff and volunteers during meetings, rentals, and special events. Attendance at meetings of organizations; businesses;

public schools; churches; and community groups as part of outreach to the community.

More ADDITIONAL INFORMATION

This position has a varying daily and weekly schedule based on the needs to the facility. On-site morning, evening, late-evening, weekend, and non-traditional work hours are required.

On occasion, this position may require formal wear or black-tie attire.