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Facility Rental Coordinator

1 month ago

San Antonio, United States Archdiocese of San Antonio Full time
Employment Status: Part-Time, 20 hours per week

FLSA Status: Non-exempt/Hourly

Schedule: Monday - Friday; weekend or evenings in support of events

Reports to: Business Manager

Part-Time* Benefits include:

•Paid Holidays/Holy Days

•403b Retirement

•Vacation/ Sick Leave

•Employee Assistance Program

* Benefits may vary based on employment status and location.

Description

Summary: The Facility Rental Coordinator works under the supervision of the Business Manager and acts as liaison and primary point of contact for parish, parishioner and external event facility rentals. The coordinator is responsible for planning, coordinating and overseeing the execution of all events scheduled in approved parish facilities available for rental.

Essential Duties and Responsibilities:

•Provide support and event coordination for facility rentals, including but not limited to written and verbal communication with customers and parish contacts, coordination with external, contracted vendors including catering, production, entertainment, security, parking, and other services.

•Responsibilities include promotion, booking and contract administration of rentals, vendor coordination and onsite, day of coordination of rentals as needed. Communication and coordination with Facilities staff is critical to ensure timely set-up and preparation.

•Responds to rental inquiries in a timely, effective and proactive manner. Excellent communication and customer service skills are a must.

•Provides one-on-one coordination meetings with renters prior to their rental, and scheduling and providing facility tours.

•Follows-up with contacts from interested parties to book rentals.

•Responsible for completing Seller/Server TABC training and certification (paid) (seller/server) within two months of assuming Facility Rental Coordinator role.

•Coordinates with Facility Manager and staff to ensure all facilities, including kitchen equipment, are kept operational, clean, sanitary, and safe.

•Works with the Facility Manager to ensure facilities are in ready-to-rent condition and stocked with necessary supplies.

•Coordinates with Facility Manager to ensure staff coverage and preparations for all events. Assist rental staff during set-up/clean-up as needed.

•Manages and oversees events on the day of, including event set-up, communication with staff, vendor support, and customer liaison.

•Coordinates with vendors hired by client(s) for their event to support access to the facility, understanding of the venue and any logistical needs.

•Establishes and maintains a master list vendors/services available to support facility rentals upon request. Maintains relationships with vendors, and updates and coordinates status as needed.

•Responsible for protecting the confidentiality of any information or material obtained to include, but not limited to, customer names and contact information.

•Collaborates with Development Assistant and Business Manager to produce bulletin, newsletter and electronic media content promoting the Facility Rental Program.

•Manages Event Center/Facility Rental website. Keeps information up-to-date and accurate.

•Responsible for renter and vendor contract and document administration.

•Creates ad hoc reports about program metrics, and for bookkeeping, communications, and outreach purposes.

•Supports internal event planning for parish departments and organizations as needed.

Requirements

Qualifications and Requirements:

•High School Diploma or equivalent, with two years' experience in facility rental and/or event planning.

•Ability to manage multiple projects and deadlines with staff, customers and vendors.

•Excellent organizational and time management skills, and the ability to give great attention to detail.

•Ability to communicate clearly and effectively, both verbally and in writing.

•Strong knowledge and experience with MS Office Suite Microsoft (Word, Excel, PowerPoint & Outlook).

•Must have great customer service skills.

•Excellent problem-solving and critical thinking skills.

•Ability to manage multiple projects independently.

•Flexibility, enthusiasm and imagination.

•Ability to work on weekends/evenings when an event is scheduled.

•Ability to learn and utilize internal event scheduling software.

•Supports and adheres to the religious standards, policies and procedures of the Archdiocese of San Antonio.

•Maintains confidentiality regarding sensitive matters.

•Must demonstrate ability of serving collaboratively and professionally with other members of the parish staff. Must be willing to communicate and coordinate with members of the parish community with whom one may interact.

•Strong interpersonal skills and the ability to communicate to various levels of office staff, ministry leaders, parishioners and guests.

•Ability to work in a team environment.

•Punctuality and reliability are a must in support of a positive work environment.

•Hired personnel will serve a 90-day evaluation and probationary period.

•Meet all Archdiocesan employment requirements.

•Provide proof of valid driver's license and insurance.

Preferred Qualifications:

•Bachelor's Degree in hospitality/event/facility management or related field.

•Venue management experience is beneficial, but not required.

•Experience communicating with clients and prospective clients via phone, e-mail, and face-to-face.

•TABC trained and certified.

•Intermediate-level skills in Microsoft Word, Excel, & Outlook

•Bilingual (English/Spanish)

Physical Demands/ Work Environment: While performing the duties of this job, the employee must have the ability to sit and type on a computer keyboard in an office environment. Ability to work with building/facility environments. The employee should have the ability to occasionally lift and/or move 25 pounds.

Revised: May 2024

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