Facility Rentals Coordinator Jobs

Position Type: Regular Part-Time (25 hours/week)

Department: Community Sport

Direct Supervisor: Community Sport & Physical Literacy Manager

Posting Closing Date: June 11, 2023

Number of Positions Available: 1

The Richmond Olympic Oval is seeking a self-motivated individual to join our Facility Rentals team. This position resides within the Community Sport Department and delivers rental account management to local sport organizations, clubs, community members and sport related businesses. The position is responsible for booking of facility space (Courts, Track, Ice, turf fields), processing rentals, responding to inquiries, meeting with clients, processing payments and developing sport partnerships. The successful candidate practices a client-first approach, provides effective and professional communication, and excels in managing multiple tasks in a fast-paced environment. You are also a highly driven individual with a proven track record of working both independently and in a team environment.

Your Core Responsibilities Include,

• Creates and issues Facility Rental Agreements and collect appropriate rental insurance requirements.
• Provides detailed monthly and quarterly reports.
• Communicates rental rates and terms and conditions.
• Provides additional administrative support to the Sport Services department when needed including equipment purchasing and rental insurance oversight.
• Works collaboratively with colleagues from multiple Oval departments including, but not limited to, High Performance Sport, Events, Sport Hosting, Marketing and Communications and Fitness and Longevity.
• Exercises moderate level of independence of judgment and action within established facility rental guidelines; referring unusual or complex matters to their supervisor.
• Effectively and efficiently manages and processes a variety of time sensitive requests. This includes meeting with individuals, groups, and event coordinators, to discuss their needs and use of facility. May include some evenings and weekends.
• Maintains and updates rental agreement files; contact and notify customers of upcoming payments and/or overdue rental payments and process rental extensions.
• Renews bookings, respond to enquiries and actively source and contact potential clients.
• Provides excellent customer service to renters, leagues, and sport partners.
• Sound knowledge of clerical and record keeping procedures (contract filing, insurance records, processing payments, etc.)
• Enforces allocation policies and managing user requests in a fair manner.

Qualifications

• Experience with Microsoft Office 365 and associated applications (Word, Excel, Outlook etc.)
• Excellent interpersonal skills together with strong verbal and written communication skills, and solid presentation skills. People gravitate towards you because of your optimism and sense of humour.
• Familiar with a variety of sports (i.e. volleyball, hockey, badminton, basketball, soccer, etc.), including necessary equipment, as well as, set up and space requirements.
• Must be able to complete a successful Criminal Record Check
• Detail oriented with excellent time management skills, and the ability to complete tasks and projects in a timely manner.
• Demonstrated ability to work with a diverse client base – youth, seniors, adults and special populations and experience in building and sustaining effective relationships.
• Experience working with the PerfectMind registration software is desirable.
• Ability to deal with conflict in a diplomatic manner.
• Minimum of 3 years of experience or an equivalent combination of education and experience.
• Demonstrated experience in customer relationship management, and sales.
• Passionate about delivering results and possesses superior problem-solving skills
• Completion of grade 12 or equivalent
• Ability to work some evenings and weekends as required.
• Valid Standard First Aid and AED certificate.
• Ability to exercise initiative and make decisions in accordance with applicable rules, regulations and policies.

Salary And Benefits

$35,828-$44,785 (dependent on experience and qualifications). We provide a comprehensive extended health and dental plan, in addition to an individual Health Spending Account, Paid Sick Leave, Vacation (pro-rated), Municipal Pension Plan (MPP), flexible working program and awesome Oval Perks including access to fitness, ice, courts, Metro Vancouver’s tallest climbing wall and other Oval amenities!

Our Values make us who we are: Our workplace values are the guiding principles that are most important to us about the way that we work. Aligning with the City of Richmond, the Richmond Olympic Oval is an incredibly diverse and high performing values-based organization. Our values (People, Excellence, Leadership, Team and Innovation) are at the core of what we do; they define our culture, represent our collective conscience, and define the basic principles by which we operate. Our values govern the way we make decisions, guide us as we interact with our community, and shape our unique workplace culture and environment.

The Richmond Olympic Oval is an equal opportunity employer and welcomes applications from all groups. This includes women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to diversity. We also recognize unique styles, perspectives, beliefs and creativity that support a diverse, respectful, inclusive and collaborative work environment.

If you are personable, have a great attitude, are passionate about delivering exceptional customer service and have a genuine interest in contributing to the greater good of our company and our community, we want to hear from you!