Events and Rentals Coordinator

EVENTS AND RENTALS COORDINATOR

Part-time, non-exempt, benefitted, AFSCME represented position

APPLICATION CLOSING DATE:

Open to internal applicants only through 5PM on 1/27/2025

All applications due by 5PM on 2/3/2025

Anticipated start date: 3/3/2025

JOB DESCRIPTION:

General Statement of Duties: Plan, coordinate and implement District special events, programs and activities. Coordinates the scheduling of rooms and overall facility for activities, programs, user groups, birthday parties and private rentals. Maintains accurate up to date information in our scheduling software. Responds to information requests and concerns regarding program and room rentals. Monitors and inspects facility prior, during and after events. Works to grow district rentals. Perform other job-related duties or tasks as required.

Distinguishing Features of The Class: An employee in this classification is responsible for planning and implementing year-round events and rentals for the District at a variety of District facilities and parks. Work is performed under the supervision of the department supervisor who reviews work primarily on the basis of results attained, feedback from event/program committees, district staff/contractors, members of the public, and direct observation. Employee supervision is not normally a responsibility of positions in this classification. Position may serve as a lead worker giving direction and guidance to other staff, volunteers and community members.

EXAMPLES OF ESSENTIAL DUTIES PERFORMED:

(Illustrative only. Any single position of a class will not necessarily involve all of the duties listed, and many positions will involve duties that are not listed.)

• Schedule usage of recreational facilities including fields, parks and shelters for activities and private rentals. Oversees and processes rental booking and reservation contracts using applicable software programs.
• Create and manage Facility Use Agreements which includes but not limited to; main point of contact for user groups, sending out invoices, updating online registration software bookings, and conducting meetings.
• Calculate room fees and deposits as needed; make adjustments and process payments. Oversee and direct the work activities of part-time and seasonal staff, including: training and scheduling.
• Develop the set up and take down schedule for large events/rentals. Work with staff to oversee set-up and take downs and to ensure efficient and safe use of equipment and facility turnaround between rentals/programs.
• Provide on-site coordination/ on day of event/rentals.
• Responsible for ensuring rental contracts for events are complete and fully paid; evaluates post-event to determine refund of deposit, complete and submit request for refund.
• Provide a variety of reports including reservation reports and building usage statistics.
• Inspect facility and fields and monitors compliance with rules and regulations related to public standards, rental agreement and Willamalane facility and park rules.
• Inventory and order supplies and equipment required for events and rentals. 
• Work a flexible schedule, including weekends and evenings as needed. Provides onsite coordination, staff support, and program leadership as needed.
• Assume primary responsibility for department-assigned special events including, but not limited to outreach, planning, organizing, implementing, leading and evaluating the event.
• Assume responsibility for recruitment, outreach and all communication with renters, contractors, artists and performers.
• Serve as a liaison to the community in regard to community partnership development coordination and proposals, special use permits, and rentals. Activities may include attending outreach events such as fairs or expos, community meetings, committee involvement, etc.
• Assume primary responsibility for community outreach projects related to program area visibility at community events and activities.
• Serve as a liaison to the Community Engagement Department with regard to facility/event marketing and promotion needs.
• Promote, lead and schedule the use of the bleachers and other district equipment.
• Professionally respond to inquiries, questions, and complaints from participants; responds to emergencies involving participants and staff.
• Provide excellent internal and external customer service. Communicate professionally, effectively and work cooperatively with all staff, other agencies, and the general public.
• Order and/or purchase supplies required for activities such as special events, rentals, program activities and community partnership events within authorized spending limits.
• Maintain monthly records, reports, forms and documentation required of program area.
• Drives district vehicles as needed.

DESIRABLE QUALIFICATIONS:

Knowledge: Facilitative program development; knowledge of program planning, organizing, and implementation; familiarity with planning special events and special projects; problem-solving skills; human relations skills and public speaking.

Skills: Proficient technological skills including MS Office, social media, Google Drive, database management and the ability to learn new technology.

Abilities: Communicate effectively with all ages; work independently with accountability; excellent written and verbal communication skills, establish and maintain satisfactory work relationships with staff, volunteers, participants, community groups, and the public; represent the District in a professional manner within the community. Attention to detail; ability to speak with ease publicly to groups of all ages and sizes; ability to work a variety of shifts, length of shifts and days of the week as event/program requires.

Physical Demands Of The Position: While performing the duties of this position, the employee is frequently required to stand, bend, kneel, stoop, often in conjunction with reaching for and manipulating objects. The employee will likely be required to stand and be mobile for the majority of the work period. The position requires mobility including the ability to move materials weighing up to 50 pounds during event set up and take down that may include but not limited to; canopies, tables, chairs, hay bales, sound equipment, supply totes, barricades. The work environment is split between indoor and outdoor. Depending on the event, the duties of this position may require the employee to be outside for the entirety of the work period. This position often requires the ability to work in adverse outdoor conditions during scheduled events while working in activities and the ability to stand for 4-12 hours in a shift. Exposure to loud noise fluctuates from low to high and may infrequently require the use of hearing protection. Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to the disability and the ability of the hiring department to accommodate the limitation.

Personal Protective Equipment: Nitrile gloves for the administration of First Aid. Eye and Ear protection as needed.

Required Experience And Training: Associates degree or four years of experience in events or rental coordination required.

Preferred Experience and Training: Associates degree and six years of experience in events or rental coordination.

Necessary Special Requirements: Possession of or ability to obtain current First Aid and CPR/AED certificates, Oregon Food Handlers Card, and OLCC Servers Permit. Valid Oregon Drivers License required with a safe driving record. Because this job is considered safety sensitive, a drug screen test will be required prior to employment.

Additional Information:

Hours/Shift

Part time (25 hrs/wk)

Works a variable schedule, includes weekends and evening hours 

Drug Free Workplace

This job is considered safety sensitive, a drug screen test and ability to pass a criminal background check will be required prior to employment.

Oregon Pay Equity 

Willamalane Park and Recreation District determines starting pay based on the applicant's relevant education, experience and training within the wage and salary range for the position. This process is consistent with Oregon pay equity laws. 

Equal Opportunity Employer

Benefits

• Paid vacation leave upon completion of probationary period. Vacation leave benefits will accrue based on years of service.
• Paid sick leave beginning with date of hire. Sick leave benefits will accrue at 1 hour per 30 hours worked.
• Paid holidays (District-recognized holidays plus one floating holiday per calendar year).
• Medical and dental, life, and long-term disability insurance, 1st of the month following date of hire.
• Retirement benefits after completing probationary period.
• Voluntary deferred compensation.
• Annual cost of living increase (as approved by the Board).
• 50-percent discount on selected child care programs (see Policy Manual for restrictions).
• 25-percent discount on certain recreation programs.
• Free use of pools for lap and play swim for employee and household members.
• Free use of fitness center for employee and household members.

• Automatic payroll deduction for union membership dues.
• Free wellness classes offered by Willamalane.

Salary : $25