Rental Coordinator

Audubon Society of Western PA; United States; On-site; USD 38,000 - 70,000; Full time

Job summary

Audubon Society of Western PA is seeking a Rental Coordinator to support facility rental operations across a nature-park setting. The role is hands-on, focusing on customer service, turning inquiries into bookings, and coordinating vendor and staff management.

The coordinator will oversee private rental operations, manage inquiries and bookings, track rental performance metrics, and hire/train staff. Responsibilities include site tours, calendars, vendor relations, and seasonal staffing

Qualifications

• Minimum associate’s degree or 10+ years of related experience.
• Non-profit event coordination experience preferred.

Responsibilities

• Oversee private rental operations and bookings.
• Manage inquiries, bookings, and rental performance metrics.
• Hire, train, and schedule event staff; maintain records.
• Submit facility maintenance requests and manage calendars.
• Plan site tours, open houses, and look-overs for weddings and non-wedding rentals.
• Support marketing input for rental offerings and vendor open houses.
• Maintain partner relationships with wedding vendors and caterers.
• Identify public touchpoints and mitigate issues at events.
• Represent the organization’s mission to clients, vendors, and the public.
• Provide event-staff coverage during peak season (May–October).

Skills

Customer service

Event coordination

Vendor management

Staff scheduling

Education

Associate's degree

10+ years experience

Job description

The client is seeking a Rental Coordinator to support facility rental operations across a nature-park setting. the role serves as a hands‑on, creative leader focused on excellent customer service, turning inquiries into bookings, and coordinating vendor and staff management. the position reports to the Butler Centers Director and emphasizes storytelling and customer engagement to help clients envision weddings and events.

key responsibilities include overseeing safe and efficient private rental operations, managing inquiries and bookings, tracking and reporting rental performance metrics, and maintaining organized electronic and paper records. the coordinator will hire, train, and schedule event staff, maintain supplies, and submit facility maintenance and repair requests as needed. additional duties include managing event calendars, planning and scheduling initial look open houses and site tours, creating opportunities for booked couples to revisit the site, supporting marketing input for rental offerings, and coordinating initial looks for non‑wedding rentals; the role will also provide event‑staff coverage during the May–October season as needed.

the coordinator will support partner relationships with common and new wedding vendors, including working closely with catering partners for the wedding season and helping plan and execute a vendor open house each April. public engagement responsibilities include identifying potential touchpoints that could interfere with scheduled weddings and developing positive mitigation approaches, participating in public events as needed, and representing The client’s mission to customers, vendors, and the public. qualifications include a minimum associate’s degree or 10+ years of related experience; preferred experience includes non‑profit event coordination.