Facility Rental Coordinator Job Gig Harbor area,Washington USA,Management

Job Description

Position Title: Facility Rental Coordinator

Supervisor’s

Title:

Director of Recreation Services

FLSA Status: Non-Exempt

Positions Supervised: Site Supervisors

Creation/Revisions Date: March 24, 2025

PURPOSE OF POSITION:

The Facility Rental Coordinator advances the mission of Pen Met Parks by delivering the District’s facility rental program, including buildings, shelters, properties, fields, courts, and other spaces, and site operations at designated parks and facilities to promote community use of District-owned properties. This role ensures the smooth operation of the rental program by overseeing the entire process—from booking rentals to preparing facilities for use.

The coordinator also provides site supervision at designated parks and facilities, ensuring that rentals and ongoing park operations meet customer expectations. Additionally, the position is responsible for overseeing the cleanup and teardown after events, while delivering exceptional customer service to both renters and their guests. The coordinator also supports District events, programs, and activities as needed.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES/DUTIES:

Provides on-siteleadershipfor community use of the District’s facilities in assigned areas.

Develops,plans,promotes,andimplementsallcomponentsoftheassignedprograms including managing rental venues and providing site supervision at assigned parks, to meet District objectives.

Develops facility rental and site supervision plans that include purpose, budget, audience, logistics, schedules, and evaluation metrics.

Createsandpresentsreportstoprovideupdatesonassignedprograms.

Outlines performance measures, evaluates successes, and areas for improvement.

Maintainsrecordsrelatedtoprogramimplementation,operations,attendance,and performance measures. Maintains rental records and ensures compliance with permits, insurance, and other required documents.

Oversees scheduling and reservations for internal and external facility rentals, ensuring optimal utilization and smooth operations.

Oversees site supervision at assigned parks in order to provide high-quality and safe visitor experiences.

Oversees the day-to-day operations of the mini-golf course including managing staff, customer service, finance and inventory management, marketing and promotions, and reporting.

Administers rental applications, agreements, and ensures necessary equipment, supplies, and set-up/tear-down are coordinated.

Supports District events, programs, and assigned activities.

Manages contracted service providers including procurement, contract development, evaluation, andinvoiceprocessing.

Develops and manages annual and program-specific budgets for assigned programs. Assists in developing program financial and other performance goals. Reports on performance data and program insight to inform budgeting and decision-making.

Prepares reports and presentations on rental activities and related projects.

Assists in the development of rental and site supervision policies. Develops and implements procedures.

Researches, purchases, inventories supplies, and equipment required to deliver programs.

Recruits, supervises, schedules, and evaluates the performance of assigned staff, volunteers, contractors, and vendors.

Develops effective working relationships with community groups, businesses, local/county/state agencies,andschooldistrictpersonneltomaximizeprogramsandoutreachprovidedtocustomers.

Coordinates the creation and distribution of program marketing and promotional materials.

Providescustomersupport,answers phones,registerscustomersforprograms,respondstopublic inquiries,andresolvescustomercomplaintsinatimelymanner.

Takesresponsibilityandownershipforaccomplishingwork,delivering results,andmeetingthe organization’sobjectives.

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