Rentals Coordinator

Rentals Coordinator

Major Owens Health and Wellness Community Center - Brooklyn, NY

Overview

Salary Range $50,000.00 - $60,000.00 Salary/year Position Type Full Time Category Nonprofit

Description

Position Summary

The Rentals Coordinator supports the Managing Director and center leadership team by coordinating administrative processes related to rentals, events, and day-to-day operations at the Major Owens Community Center.

This role focuses on execution, documentation, and communication, ensuring that client-facing processes and internal coordination run smoothly. The Rentals Coordinator plays a key support role across teams by maintaining accurate records, assisting with scheduling, and facilitating communication between clients, vendors, and internal staff.

This position is detail-oriented, highly organized, and responsive in a fast-paced, multi-stakeholder environment.

This role is in-person 5 days/week. This role requires schedule flexibility, including occasional evenings and weekends, based on center needs and events.

Core Responsibilities

• Supports preparation, distribution, and tracking of rental and event agreements

• Communicates with clients to collect required documentation, including COIs and payment information

• Maintains accurate and organized records for all rentals and events

• Documents client needs and communicates details to internal teams to support execution

• Assists with scheduling and coordination of facility tours for prospective clients

• Provides administrative support for event execution as needed, including occasional evenings and weekends

• Maintains accurate reservations in EZ Facility and related systems

• Updates scheduling and documentation across teams to ensure alignment

• Supports coordination efforts by flagging potential scheduling conflicts for leadership review

• Supports Accounts Receivable processes for rentals and events

• Tracks outstanding balances and assists with follow-up communications

• Maintains records related to financial transactions and client payments

• Serves as Manager on Duty, as assigned

• Provides on-site coordination support during assigned shifts, ensuring basic operational continuity

• Escalates facility, safety, or client concerns to appropriate leadership as needed

Qualifications

• 3 years of relevant administrative, scheduling, or rentals experience

• Strong organizational and time management skills

• Excellent communication and customer service approach

• High attention to detail and follow through

• Ability to work cross functionally

• Comfortable in fast paced environment

• Proficiency in Microsoft Office; experience with CRM systems preferred

• Willingness to work nights and weekends as needed

• Comfort navigating dynamic and fast-paced nonprofit environments.

• Commitment to Asphalt Green's mission of advancing health, fitness, and personal growth through sport, fitness, and play for all.