Rental Coordinator

Seattle Botanic Gardens; Seattle (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

Seattle Botanic Gardens is seeking a Rental Coordinator to organize and deliver facility rental events at the Center for Urban Horticulture. You will manage over 200 events annually, from weddings to corporate meetings, guiding them from inquiry through execution while ensuring safety and high-quality, client-focused experiences.

The role primarily runs Saturday–Wednesday, 9 am–5 pm, with occasional evenings to support event execution.

Qualifications

• HS Diploma or equivalent with relevant work experience.
• 2+ years of venue rental booking, event planning or program coordination experience in museums, botanic gardens, cultural institutions, or nonprofit settings.
• Demonstrated experience executing contracts with clients and/or vendors.
• Experience determining and designing event layout diagrams.
• Experience with invoicing and billing.
• Experience calendaring across multiple venues or locations.

Responsibilities

• Coordinate all logistical details of facility rental events from inquiry to post-event wrap up.
• Provide site visits and tours to prospective clients.
• Determine clients' event needs and execute venue rental agreements.
• Deliver event layout diagrams in collaboration with clients.
• Coordinate with clients and vendors regarding access, deliveries, equipment, policies, and catering/alcohol service.
• Gather permits, licenses, and insurance for events at SBG venues.
• Deliver invoices and track payments for rental events.
• Ensure accurate event information is recorded in SBG's event software.
• Provide event orders and plans to onsite staff for execution.
• Support setup, strike, and post-event cleanup; may work evenings.

Skills

Project management

Time management

Written & verbal comms

Organization

Customer service

Microsoft Office

CRM & POS

Team collaboration

Education

HS Diploma or equivalent

Tools

Ticketing systems

CRM systems

POS systems

Job description

About Seattle Botanic Gardens:

Gardens are an essential part of the human experience. We visit gardens to find peace and healing, to be with friends and family and to better understand and connect with the natural world. Plants shape how we live, what we notice, and how we care for one another.

Right now, we are building something extraordinary in Seattle: an exceptional organization that brings together the unique strengths of the Arboretum Foundation and the University of Washington Botanic Gardens. We are joining forces to become a destination garden, exemplifying leadership in scientific research, public engagement, and inclusive access. Our vision is to be a home for discovery, a force for sustainability, and a gateway to wonder. In every visit and through every season, we’ll help people of all ages meaningfully connect with the living world of plants and how they shape our lives and our shared future.

The 230-acre Washington Park Arboretum includes a vibrant collection of more than 40,000 plants from around the world with trails to explore, educational programs for youth to adults, and respite for all.

Position Summary:

The Rental Coordinator organizes and delivers SBG's facility rental events at the Center for Urban Horticulture (CUH). The position coordinates over 200 events per year ranging from weddings, celebrations, and other social gatherings, as well as business, academic, and corporate meetings and conferences. Clients range from individuals and community groups to university, horticultural, and corporate groups. This role manages the full lifecycle of a rental event, from initial inquiry through execution, ensuring a safe, high-quality, client-focused experience that protects SBG's facilities and living collections. This role operates primarily Saturday – Wednesday, 9 am – 5 pm, with flexibility for evenings to support event execution as needed.

Essential Functions & Responsibilities:

• Coordinate all logistical details of facility rental events, from initial inquiry through execution and post-event wrap up.


• Provide site visits and tours to prospective clients.


• Determine clients' event needs and execute venue rental agreements.


• Work with clients to determine event layouts and designs, and deliver event layout diagrams.


• Coordinate with clients and outside vendors regarding venue access, rental deliveries, equipment usage, venue policies, and catering/alcohol service.


• Gather and record all permits, licenses, and insurance required to execute events at SBG venues.


• Deliver invoices and track payments for rental events.


• Ensure accurate event information is recorded in SBG's event tracking software.


• Provide Event Attendants with detailed plans and event orders so onsite staff can successfully execute events.


• Work events as needed, including venue setup and strike (tables, chairs, A/V equipment) and post-event cleanup.


• Provide a high level of customer service, responding to inquiries via phone, email, and in person.


• Work with the Rentals and Communication teams to promote venue rentals at SBG venue.

Knowledge, Skills & Abilities:

• Strong project and time-management skills; ability to manage multiple events and deadlines simultaneously.


• Excellent written and verbal communication and interpersonal skills.


• Detail-oriented with strong organizational and problem-solving abilities.


• Customer service focused and committed to safety and stewardship of plant collections.


• Proficiency in Microsoft Office; familiarity with ticketing, CRM, and POS systems preferred.


• Collaborative team player with a mission-driven approach to connecting plants and people.

Required:

• HS Diploma or an equivalent combination of training and relevant work experience.


• 2+ years of venue rental booking, event planning or program coordination experience, preferably in museums, botanic gardens, cultural institutions, or nonprofit settings.


• Demonstrated experience executing contracts with clients and/or vendors.


• Experience determining and designing event layout diagrams.


• Experience with invoicing and billing.


• Experience with calendaring across multiple venues or locations.

Professionalism:

• Support the mission, vision, and strategic goals, as a part of the Seattle Botanic Gardens, to serve both internal and external customers.


• Follow and support Seattle Botanic Gardens policies and procedures.


• Evaluate own performance and assumes responsibility for professional development.


• Demonstrate and models Process documentation for clarity and consistency.


• Maintain current knowledge of all changes affecting area of work.


• Conduct self in a professional manner and follows and support the core values, commitments, and behaviors.


• Maintain appropriate professional appearance and confidentiality.

Job Specific Physical Requirements:

This role requires occasional physical activity, including:

• Ability to lift up to 50 lbs.


• Ability to navigate stairs.


• Ability to work outdoors in varying weather conditions.

Physical/Mental Requirements:

• While working virtually, must ensure remote environment has consistent access to high-speed internet, generally free from distractions.


• Work in well-lit, pleasant, smoke-free office.


• Must be able to sit for long periods of time.


• Frequent requirement to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms


• Frequently involves extended workdays and periodically involves irregular work hours.


• Regular group and public speaking.


• Occasional travel and/or overnight work schedules.


• Requires attention to detail and ability to concentrate on figures, paperwork, data, etc.


• Frequent pressures related to meeting deadlines and fulfilling scheduling requirements.


• Frequent distracting influences such as people, phone calls, noise and so forth.


• Frequent simultaneous handling of multiple tasks and intermittent or cyclical work pressures.


• Occasionally requires on-call availability to handle work problems, emergencies/crisis situations etc.


• Occasional work at multiple sites or travel.

Additional Eligibility Qualifications

Seattle Botanic Gardens shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include hiring and termination of staff, selecting volunteers, selecting vendors, and providing services.