Facility Rental Coordinator

Position Summary: Assists with the daily opening and closing procedures, facility management and functions of the Community Center, classroom and banquet facility rentals, special event functions, athletics, and rental related marketing for the Community and Recreation Services Division. 

Essential Duties and Responsibilities:            

(The duties listed are intended to serve as an example of the typical functions performed.  They are not exclusive or all inclusive and will vary with assignments.)

• Performs general/clerical tasks, which may include answering telephone calls, providing information to visitors, coordinating tours, meetings, typing documents, making copies, sending/receiving faxes, or filing documentation. 
• Ensures that the proper opening/closing and daily facility management procedures are followed. 
• Assists with customer service, rental requests, and classroom set-ups and breakdowns. 
• Coordinates all facility rental applications and room schedules and ensures no conflicting usage, catering and bartender agreements, and ensures Certificate of Liability Insurance for rentals with alcohol is properly secured 30 days prior to event date. 
• Confirms specific banquet/rental details with renter two (2) weeks prior to rental date. 
• Receives various forms of rental deposits, balances, and final payments and reconciles those payments daily for short and long-term rentals. .
• Reviews and updates daily schedules for room set-ups. 
• Works during special events or major rental events, athletic events, and City events, as needed to assist in ensuring smooth operations.
• Attend resource fairs or other marketing events to generate business, as requested. 
• Assists with the coordination and implementation of recreational programs and activities, as requested. 
• Coordinates facility room rental requests for all City partners, other department rental requests, and approved School Board Interlocal Agreement usage. 
• Assists with obtaining information and quotes for required facility equipment, event, rental, and required facility repairs.  
• Communicates to appropriate program supervisor any problem, conflict, or concern that may arise. 
• Gathers information to assist with performance measures and the documentation process. 
• Maintains inventory of facility related equipment and supplies.
• Works evenings, nights, weekends and holidays; as required for rentals and special events.
• Ensures safety, security and cleanliness of facility, equipment and vehicles.
• Provides assistance to other employees as needed.
• Performs other duties as assigned.

Knowledge, Skills and Abilities Requirements:

 Knowledge of:

• Leisure activities and services provided to the public.
• Hospitality and customer service.
• Program policies and emergency procedures.
• Intermediate office practices, procedures and equipment.
• Basic First Aid and CPR.

Ability to:

• Pass and maintain the Department of Children and Families (DCF) Live Scan Clearinghouse Level II background.
• Handle various situations in a noisy and busy environment.
• Work flexible schedule as needed.
• Understand and adhere to rigid regulations and policy procedures.
• Complete assignments accurately and on a timely basis.
• Prepare and maintain clear, concise and accurate records and reports.
• Ensure confidentiality in matters related to children.
• Assist with reports, memoranda, letters, and other documents.
• Maintain a courteous and professional demeanor.
• Maintain high standards for professional and ethical conduct.
• Administer Basic First Aid as needed and CPR in an emergency.
• Establish and maintain effective working relationships with co-workers, public agencies, vendors, and the general public.
• Communicate clearly and concisely, both orally and in writing.
• Follow safety rules and regulations of the City and the Department.
• Support the Department’s and City’s Mission, Values and Goals.

Education and Experience Requirements:

• High School Diploma/G.E.D.
• Possession of an Associate’s Degree from an accredited college or university in the areas of recreation, business, facility management, or a related field, preferred. 
• One (1) year experience in recreation, facility management, hospitality, or marketing experience.
• First Aid and CPR certification within six (6) months of employment.
• Obtain and maintain Crowd Manager Certification within 6 months of employment.
• Civic Rec or RecTrac experience preferred.
• Bi-lingual (English with Spanish) is preferred.
• Possess and maintains a valid Florida driver’s license.

Physical Requirements/Working Conditions:

• Regularly walk, sit, stand, talk and hear (aid permitted).
• Regularly use hands to manipulate, handle and/or operate equipment or objects, and reach with hands and arms.
• Occasionally kneel, bend, crouch, and lift and/or carry office equipment and boxes up to 40 pounds.
• Occasional driving to various locations. 
• Specific vision abilities include close vision, distant vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Combination of indoor/outdoor environmental conditions on a daily basis, at times without effective protection from the weather, which may include excessive heat and humidity with constant noise. 

Tools and Equipment Used:

• Computer/printer/various software programs
• TV/Video/DVD/Projector
• AV/Media/Audio equipment
• Telephone
• Copier
• Fax machines
• Scanner
• City vehicle/Golf cart/Gator