Rental Coordinator-Riverfront

Job Description:

SUMMARY

Working under the direction of the Riverfront Manager coordinates the inquiry, booking, contract, payment, and set up processes for rentals in Promenade Park & Headwaters Park and assists with event and program duties as required. The position assists with planning programs and events as directed for the Fort Wayne Parks and Recreation Riverfront division, and assists in Parks and Recreation activities, as required. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.

PlanniNG/IMPLEMENTATION

• Responds to rental inquires in a timely manner;
• Ensures that rental contracts completed with accurate information; Ensures that rental party signs the alcohol policy;
• Tracks all payments for rentals, catering, security, etc.; Deposits monies in accordance with Parks and Recreation policies and procedures;
• Manages inquiry, booking, contract, and payment process for rentals;
• Provide tours of rental areas;
• Works to meet revenue goals for rentals for each year;
• Coordinates rentals with other programming staff and identifies potential scheduling or programming conflicts;
• Monitors activity during facility rentals, programs, and events; Identifies person responsible for rental party and introduces self; Checks restrooms before and during parties and keeps them clean and stocked;
• Ensures renter complies with terms of the rental agreement;
• Open and close facilities;
• Set- up and tear-down for events, programs, and rentals as assigned;
• Clean up after events, programs, and rentals as assigned;
• Meets and coordinates with other divisions within the department when necessary;
• Completes and submits attendance and other reports as needed;
• Ensures that rentals start and end on time;
• Sets up gaming activities, fire pits, and other park amenities as assigned;
• Provides hospitality services in the park as assigned;
• Assesses and document damages caused by renters or their attendees;
• Prepares damage reports and submit to supervisor in a timely manner;
• Follow call procedures for maintenance issues, emergencies, behavior, etc.;
• Communicates with security staff as needed;
• Provides high quality customer service to program and event participants, and the general public;
• Assist with other Riverfront programs and community events as directed; Assists with other activities/services as assigned;
• Assists with determining and securing resources needed including facilities, staff, equipment, supplies, instructors, etc.;
• Monitors, supervises, and evaluates activities, as well as instructs volunteers, and any subordinate staff;
• Prepares and submits other reports as needed;
• Enforces Parks and Recreation Department rules, and adheres to Fort Wayne Parks and Recreation, City of Fort Wayne policies and procedures;
• Maintains inventory of supplies and equipment;
• Communicates in a professional manner with staff, volunteers, employees, participants, and the general public;
• Assists in creation of marketing materials for programs.

Information/Communication

• Provides high quality customer service to program and event participants, and the general public;
• Assists in boating operations as needed, including but not limited to, passenger instruction, distribution of materials, distribution and collection of surveys, and ensuring passenger and/or participant safety;
• Presents information in a positive and enthusiastic manner as directed about Riverfront Fort Wayne, Fort Wayne Parks and Recreation, and other program areas as directed;
• Leads Riverfront programs such as walking tours, field trips, and other programs as directed;
• Presents to a wide variety of participants and group sizes;
• Communicates in a professional manner with staff, volunteers, employees, participants, and the general public;
• Assists in creation and distribution of marketing materials

MANAGEMENT/OPERATIONS

• Provides event and program assistance, including but not limited to, planning, set up, and tear down;
• Assists with determining and securing resources needed including facilities, staff, equipment, supplies, instructors, etc.;
• Monitors, supervises, and evaluates activities, as well as instructs volunteers, and any subordinate staff;
• Prepares and submits reports as needed;
• Enforces Parks and Recreation Department rules, and adheres to Fort Wayne Parks and Recreation, and City of Fort Wayne policies and procedures;
• Monitors inventory of supplies and equipment;
• Deposits monies in accordance with Parks and Recreation policies and procedures
• Assists in booking, managing, and cultivating rental and partner events as assigned;

MARGINAL DUTIES

• Other duties as assigned;

PERFORMANCE EXPECTATIONS

The incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent’s responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.

SUPERVISORY RESPONSIBILITIES

Assists with supervision of instructors, volunteers, and subordinate staff, when directed.

EDUCATION and/or EXPERIENCE

• Bachelor's degree (B.A. or B.S.) from four-year college or university; and at least one year related experience and/or training; or equivalent combination of education and experience preferred.
• Proficient in Microsoft Office software, including Word, Excel, and Power Point;
• Effective communication skills, both oral and written;

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Indiana Driver’s License if City vehicle used;
• First Aid and CPR Certification.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.