Facility Rental Coordinator

Peninsula Metropolitan Park District; Gig Harbor (WA); On-site; USD 55,000 - 75,000; Full time

Job summary

Peninsula Metropolitan Park District is seeking a Facility Rental Coordinator to manage the district’s rental program across parks, buildings, shelters and fields. The role includes booking rentals, site supervision, event setup/teardown, and delivering exceptional customer service to renters and guests.

The position requires leadership in coordinating rentals, managing budgets, and supervising staff and contractors, with a focus on delivering high-quality park experiences while supporting

Qualifications

• Four years of increasingly responsible experience in facility rental coordination, facility management, venue management, conference services, or related field.
• Bachelor’s degree or equivalent experience in recreation, public administration, business management, or related field.

Responsibilities

• Provide on-site leadership for community use of facilities in assigned areas.
• Oversee scheduling and reservations for internal and external facility rentals, ensuring smooth operations.
• Oversee the day-to-day operations of facilities and related services including staffing, customer service, budgets, and reporting.

Skills

Facility rental coordination

Staff supervision

Customer service

Budget management

ActiveNet

Springbrook

Microsoft Office

Graphic design software

Education

Bachelor’s degree in recreation, public administration, business management, or related field

Associate degree + 2+ years related experience

Tools

ActiveNet

Springbrook

Microsoft Office

Graphic design software

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 PenMet 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:

• Provideson-siteleadershipfor community use of the District’s facilitiesin assignedareas.
• 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 evaluationmetrics.
• Createsandpresentsreportstoprovideupdatesonassignedprograms.Outlines performance measures, evaluates successes, and areas for improvement.
• Maintainsrecordsrelatedtoprogramimplementation,operations,attendance,andperformance 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,answersphones,registerscustomersforprograms,respondstopublic inquiries,andresolvescustomercomplaintsinatimelymanner.
• Takesresponsibilityandownershipforaccomplishingwork,deliveringresults,andmeetingthe organization’sobjectives.
• Supportsandmaintainsaninclusiveworkenvironmentthatrespectsdiverseideas,backgrounds, andstyles.
• Performs other duties as assigned.

QUALIFICATIONS:

Required Experience:

• Four years of increasingly responsible experience in facility rental coordination, facility management, venue management, conference services, or related field.
• Experience in managing and coordinating facility reservations, scheduling, and customer service for both internal and external clients.
• Experience overseeing facility operations, including event preparation, setup, and teardown.
• Demonstrated ability to monitor revenue, expenditures, and budgets related to facility rentals and equipment.
• 1 year of experience supervising staff.

Required Education:

• Bachelor’s degree from an accredited college or university in recreation, public administration, business management, or a closely related field or an associate degree with 2+ years of relevant experience in facility management, event coordination, or customer service.

Professional Licenses/Certifications: None.

Knowledge/Skills:

• Ensures work is thoughtfully and thoroughly completed with a high level of accuracy.
• Assesseds the work to be performed and sets appropriate priorities and realistic time parameters.
• Prioritizes and organizes work plans based on objectives and desired outcomes.
• Collaborates and shares responsibility for decisions and monitors progress toward goals by establishing strong feedback channels.
• Ensure work is thoughtfully and professionally completed.
• Assess situations effectively and takes initiative to perform work with minimal supervision.
• Works cooperatively and collaboratively with internal and external colleagues, the Board of Park Commissioners, contractors, partners, and the public.
• Possesses excellent written, listening, and verbal communication skills. Effectively assimilates and communicates highly technical information.
• Produces and delivers professional-quality reports.
• Proficient in Microsoft Office, recreation software (ActiveNet), and graphic design software.
• Proficiency with accounting software (Springbrook), tracking expenses and manage budgets.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

• Workisperformedinanofficeenvironment,recreationfacilities,andoutdoorsatvariedparks and properties.
• Someworkwillbeperformedinsettingswithexposuretovaryingenvironmentalandweather conditions.
• Thepositionwillroutinelybe requiredto lift,carry, andpullobjectsupto50 pounds.
• Thepositionwillrequireseeing,talking,walking,standing,bending,carrying,pushing,and pulling.
• Somelocaltravelingwillberequiredfor visitingDistrictfacilities.
• Avalid Washington driver’slicenseisrequired.
• Thisposition isexpectedtoworkanirregularschedulethatincludessomeeveningsand weekends