Rental Coordinator

Summary:

Under general supervision of the Cultural Affairs Assistant Manager, or designee,the Rental Coordinator supports the department by facilitating rentals and event bookings, both internally and externally. This includes coordinating with clients, processing rental agreements, and managing logistics to ensure successful events. The role involves frequent communication with the public, administrative support, and collaboration across departments to maximize facility usage and customer satisfaction.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

• Initiates contact with potential clients; visits or assists with rental bookings as required to ensure customer satisfaction and understanding of available services.
• Assists in recruiting, hiring, training, supervising, motivating, scheduling, assignment of work, and evaluating staff, contract instructors and/volunteers.
• Conducts facility tours and site inspections for prospective clients.
• Works with catering services, vendors, and approved security services as needed.
• Interacts daily with the public and staff; answers inquiries and resolves complaints, grievances, and emergencies.
• Meets with potential clients to discuss setup options, calculate cost estimates, and review requirement checklists.
• Responds to client inquiries relating to rental services, documents, contracts and payments.
• Receives booking requests from multiple sources (phone, e-mail and in-person); and ensures timely response and processing.
• Prepares and maintains rental contracts, letters of agreement, fee waivers, insurance certificates, and other documents.
• Administers rental contracts, obtains necessary client signatures, and confirms payment and deposits following City procedures.
• Enters all booking information into tracking systems; produces, updates and distributes work orders across departments. Obtains signatures as required from customers to confirm their booking services.
• As required, secures attendance guarantees for bookings within the necessary time frame.
• Assists where required in the collection of payment from customers and ensures the proper processing and deposits of these payments.
• Coordinates facility resources including lifting and setting up tables and chairs for meeting rooms.
• Follows up as appropriate with customers following their booking to ensure their event was satisfactory.
• Assists in producing quotes and proposals for customized services, ensuring value to the client and alignment with cost parameters.
• Assists Supervisor with other administrative and operational duties, standard operating procedures and rental service programs to maximize facility usage and rental revenues.
• Assists with the Special Event Review Committee permitting process, including permit workflow.
• Assists in collecting information on competitor pricing and policies; assists with tracking and providing monthly reports.
• Requests and uses marketing materials to promote Play Frisco spaces to individuals, businesses, organizations, and associations.
• Ensures all rentals, internal and external, are properly calendared to ensure appropriate staffing levels and double bookings are avoided.
• Collaborates with Play Frisco staff, city departments, community organizations, vendors, and volunteers.
• Acts as a Manager-on-Duty for assigned facility including implementing established opening/closing procedures and performing opening/closing procedures.

• Attends City and Department meetings, training and events as required.
• Will be required to work extended hours including evenings, holidays and weekends.
• Regular and consistent attendance for the assigned work hours is essential.
• Performs other related duties as assigned.

• Knowledge of events and hospitality industry best practices including the understanding of room setups, catering, audio visual, legal contract requirement, database management, and booking software.
• Proficiency in the use of computers and related equipment, hardware and software applicable to area of assignment, specifically Microsoft Word, Power Point, Publisher, Access and Excel, as well as basic multi-media and A/V equipment.
• Knowledge of City…