Rentals Coordinator

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

Administrative Support

• 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

Scheduling & Systems Maintenance

• 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

Accounts Receivable & Financial Support

• 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

Manager on Duty

• 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

• 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.