Rental Coordinator - Salomon Farm

Job Description:

SUMMARY

Working under the direction of the Salomon Farm Supervisor the incumbent provides excellent customer service and staffs after hours, weekend and evening rentals and programs, as assigned. 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.

• Monitors activity during facility rentals, programs and events as assigned;

• Works with special event clients and vendors (caterers, musicians, DJs, security, etc.,) on the day-of to provide a point of contact and ensures that events are shut-down and cleaned-up in compliance with the contracted event time;

• Shares general information on rentals, programs, and facility tours;

• Respond to email inquiries in a timely and effective manner;

• Schedules security and cleaning services for each event, as assigned;

• Operate farm tractor and pull behind passenger wagon during rentals, as needed;

• Open and close facilities;

• Set- up and tear-down for events, programs and rentals, as assigned;

• Completes and submits attendance and other reports as needed;

• Provides custodial services including, but not limited to sweeping broken glass, attending to food/beverage spills, and trash clean-up, disposal, and can-lining;

• Ensures restrooms are clean and stocked;

• Communicates with supervisor on duty about rental maintenance needs and needs of renters and their vendors;

• Contacts proper person in case of an emergency and takes corrective action to fix the problem;

• Greets caterers, vendors, security, special event mangers during rentals;

• Follow city protocols for collecting and handling money;

• Operates Microsoft Office and Point of Sale Systems;

• Provides one-on-one coordination meetings with renters prior to their rental, as assigned;

• Ensure rental party adheres to park rules during the event;

• Participates in rental and wedding showcase events, as assigned;

• Establishes and maintains effective working relationships with the Salomon Farm Park staff and administrators, volunteers and the general public;

• Maintain positive and effective relationship with vendors;

• Assist with animal care and other farm duties as assigned;

• Assists with events and programs as assigned.

MARGINAL FUNCTIONS

• Completes provided trainings and required meetings including, but not limited to Heartsaver First Aid CPR/AED training, City of Fort Wayne policy and training modules, and applicable staff meetings;

• Monitors guest activity to ensure appropriateness and safety;

• Works closely with security personnel to assist where applicable;

• Works proactively to address client concerns, contacting the on-duty supervisor when appropriate;

• Performs 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

Incumbent does not supervise any staff.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• High school diploma; or one to three months related experience and/or training; or equivalent combination of education and experience.

OTHER KNOWLEDGE, SKILLS and/or ABILITIES

• Communicates effectively both orally and in writing;

• Knowledge of Parks & Recreation facilities and functions;

• Ability to establish and maintain effective working relationships with managers and operating employees of the Parks & Recreation Department and the general public;

• Ability to work within a flexible schedule including evening and weekend assignments.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before customers or employees of organization. Contacts occur with the supervisor, departmental associates and the general public to give and receive factual information about the work.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Incumbent's work consists of moderately complex, relatively standardized tasks with the understanding and ability to make practical application of procedures that are directly relevant to the assigned duty such as meeting and coordinating with rental and program representatives utilizing park facilities.

Incumbent makes choices and takes actions in performing a variety of relatively standardized assignments. Errors in decision or work are either readily detected or corrected through supervisory review. The supervisor's instructions are direct and detailed and will verify quality and accuracy at critical phases

CERTIFICATES, LICENSES, REGISTRATIONS

• Maintains a valid Indiana Driver's License

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. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

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.

While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The noise level in the work environment is usually loud.