Facility Rental Coordinator

Job Description

Position Title:

Facility Rental Coordinator Supervisor’s Title:

Director of Recreation Services FLSA Status:

Non-Exempt Positions Supervised:

Site Supervisors Creation/Revisions Date:

March 24, 2025 PURPOSE OF POSITION: The Facility Rental Coordinator advances the mission of PenMet Parks by delivering the District’s facility rental program, including buildings, shelters, properties, fields, courts, and other spaces, and site operations at designated parks and facilities to promote community use of District-owned properties. This role ensures the smooth operation of the rental program by overseeing the entire process—from booking rentals to preparing facilities for use. The coordinator also provides site supervision at designated parks and facilities, ensuring that rentals and ongoing park operations meet customer expectations. Additionally, the position is responsible for overseeing the cleanup and teardown after events, while delivering exceptional customer service to both renters and their guests. The coordinator also supports District events, programs, and activities as needed. ESSENTIAL FUNCTIONS/RESPONSIBILITIES/DUTIES: Provides on-site leadership for community use of the District’s facilities in assigned areas. Develops, plans, promotes, and implements all components of the assigned programs including managing rental venues and providing site supervision at assigned parks, to meet District objectives. Develops facility rental and site supervision plans that include purpose, budget, audience, logistics, schedules, and evaluation metrics. Creates and presents reports to provide updates on assigned programs. Outlines performance measures, evaluates successes, and areas for improvement. Maintains records related to program implementation, operations, attendance, and performance measures. Maintains rental records and ensures compliance with permits, insurance, and other required documents. Oversees scheduling and reservations for internal and external facility rentals, ensuring optimal utilization and smooth operations. Oversees site supervision at assigned parks in order to provide high-quality and safe visitor experiences. Oversees the day-to-day operations of the mini-golf course including managing staff, customer service, finance and inventory management, marketing and promotions, and reporting. Administers rental applications, agreements, and ensures necessary equipment, supplies, and set-up/tear-down are coordinated. Supports District events, programs, and assigned activities. Manages contracted service providers including procurement, contract development, evaluation, and invoice processing. Develops and manages annual and program-specific budgets for assigned programs. Assists in developing program financial and other performance goals. Reports on performance data and program insight to inform budgeting and decision-making. Prepares reports and presentations on rental activities and related projects. Assists in the development of rental and site supervision policies. Develops and implements procedures. Researches, purchases, inventories supplies, and equipment required to deliver programs. Recruits, supervises, schedules, and evaluates the performance of assigned staff, volunteers, contractors, and vendors. Develops effective working relationships with community groups, businesses, local/county/state agencies, and school district personnel to maximize programs and outreach provided to customers. Coordinates the creation and distribution of program marketing and promotional materials. Provides customer support, answers phones, registers customers for programs, responds to public inquiries, and resolves customer complaints in a timely manner. Takes responsibility and ownership for accomplishing work, delivering results, and meeting the organization’s objectives. Supports and maintains an inclusive work environment that respects diverse ideas, backgrounds, and styles. Performs other duties as assigned. QUALIFICATIONS: Required Experience: Four years of increasingly responsible experience in facility rental coordination, facility management, venue management, conference services, or related field. Experience in managing and coordinating facility reservations, scheduling, and customer service for both internal and external clients. Experience overseeing facility operations, including event preparation, setup, and teardown. Demonstrated ability to monitor revenue, expenditures, and budgets related to facility rentals and equipment. 1 year of experience supervising staff. Required Education: Bachelor’s degree from an accredited college or university in recreation, public administration, business management, or a closely related field or an associate degree with 2+ years of relevant experience in facility management, event coordination, or customer service. Professional Licenses/Certifications:

None. Knowledge/Skills: Performs multiple tasks simultaneously. Ensures work is thoughtfully and thoroughly completed with a high level of accuracy. Assesses the work to be performed and sets appropriate priorities and realistic time parameters. Prioritizes and organizes work plans based on objectives and desired outcomes. Collaborates and shares responsibility for decisions and monitors progress toward goals by establishing strong feedback channels. Ensure work is thoughtfully and professionally completed. Assesses situations effectively and takes initiative to perform work with minimal supervision. Works cooperatively and collaboratively with internal and external colleagues, the Board of Park Commissioners, contractors, partners, and the public. Possesses excellent written, listening, and verbal communication skills. Effectively assimilates and communicates highly technical information. Produces and delivers professional-quality reports. Proficient in Microsoft Office, recreation software (ActiveNet), and graphic design software. Proficiency with accounting software (Springbrook), tracking expenses and manage budgets. WORKING CONDITIONS AND PHYSICAL DEMANDS: Work is performed in an office environment, recreation facilities, and outdoors at varied parks and properties. Some work will be performed in settings with exposure to varying environmental and weather conditions. The position will routinely be required to lift, carry, and pull objects up to 50 pounds. The position will require seeing, talking, walking, standing, bending, carrying, pushing, and pulling. Some local traveling will be required for visiting District facilities. A valid Washington driver’s license is required. This position is expected to work an irregular schedule that includes some evenings and weekends as dictated by rentals, programs, and events. “

This job description is a summary rather than a detailed list of the duties performed. The essential functions, knowledge, skills, and working conditions may change along with business needs. This job description does not constitute a contract between employer and employee as employment is at will. Peninsula Metropolitan Park District provides reasonable accommodations to assist qualified individuals in order to perform the essential functions their job requires.” Benefits include: Medical Dental Vision STD/LTD Life Insurance Retirement Plan Employee Discounts

Tuesday through Saturday with weekend and evening availability 40 hours per week