Facility Rentals Coordinator

Facility Rentals Coordinator

The Facility Rentals Coordinator is responsible for managing and overseeing all district facility rentals for both internal departments and community organizations. This position ensures efficient scheduling, compliance with district policies, and a high level of customer service while maximizing appropriate use of district facilities. The coordinator also supports the district's financial goals by ensuring accurate billing, cost recovery, and the generation of a positive and sustainable revenue stream through strategic facility use.

Major tasks include:

• Coordinate rental space usage across all district sites, ensuring alignment with school and district priorities
• Schedule and manage facility use requests, including evenings, weekends, and non-school days
• Serve as the primary point of contact for internal staff and community organizations regarding facility rentals
• Process and manage all billing related to facility use, including invoicing, payments, and tracking outstanding balances
• Open and close rental spaces as needed or coordinate site access with appropriate staff
• Maintain all rental agreements, permits, insurance certificates, and required documentation to ensure compliance with district policies
• Ensure renters meet all requirements, including liability insurance, usage guidelines, and safety expectations
• Coordinate with site administration, custodial, maintenance, and security teams to support facility use
• Conduct periodic checks of facilities during use to ensure compliance with agreements and proper care of district property
• Address and resolve issues or concerns that arise during facility use in a timely and professional manner
• Maintain accurate records of facility usage, contracts, and revenue for reporting purposes
• Assist in developing and updating procedures, fee schedules, and rental policies
• Promote facility rental opportunities to community partners in alignment with district guidelines

Qualifications include:

• Experience in scheduling, facilities management, customer service, or a related field preferred
• Strong organizational and time management skills
• Ability to manage multiple schedules and priorities simultaneously
• Strong communication and interpersonal skills
• Experience with scheduling or facility management software preferred
• Ability to work flexible hours, including evenings and weekends as needed

Knowledge, skills, and abilities include:

• Knowledge of facility use procedures and risk management practices
• Ability to interpret and enforce policies and agreements
• Strong attention to detail, particularly with contracts and billing
• Ability to build positive relationships with internal and external stakeholders
• Problem-solving skills and ability to handle conflicts professionally

Physical demands include:

• Regular and reliable attendance
• Ability to sit, talk, and/or hear
• Occasionally required to stand, walk, use hands to finger, handle, or feel objects, tools, and/or controls; and reach with hands and arms
• Occasionally required to lift and/or move up to 50 pounds
• Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

Work environment characteristics include:

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
• The noise level in the work environment is usually moderate