Rentals Coordinator

City of Hillsboro; Hillsboro (OR); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Bilingual pay incentives

Free TriMet Hop pass

Community center recreation access

Paid time off to volunteer

Job summary

The City of Hillsboro is seeking a Rentals Coordinator to manage the rental process from applications to permits, coordinating with staff and the community for successful events at Hidden Creek Community Center.

You will respond to inquiries, review applications with the Recreation Center Manager, follow up on balances, and maintain accurate rental records and schedules to ensure a smooth experience for renters and staff alike.

Qualifications

• Associate degree in Business Administration, Hospitality, Recreation Administration, or related field.
• Two years of experience in facilities rentals/management or event coordination.
• Valid driver's license with safe driving record.

Responsibilities

• Respond to rental inquiries and communicate with customers about applications, balances, and reservation details.
• Review pending rental applications with the Recreation Center Manager.
• Follow up with customers who have outstanding rental balances.
• Prepare weekly rental clipboards and documentation.
• Create rental permits for approved applications.
• Schedule monthly rental walk-throughs and coordinate facility needs with customers.
• Maintain the master spreadsheet for monthly rentals and keep information up to date.
• Maintain organized rental records and support consistent rental procedures for all facility spaces.
• Provide friendly, responsive customer service while guiding renters through policies and procedures.

Skills

Customer service

Organization

Attention to detail

Multitasking

Communication

Education

Associate degree

Job description

About the Opportunity:

The Rentals Coordinator manages the rental process from application review through permit creation and ongoing customer communication. This position works closely with the Recreation Center Manager, City staff and community members to coordinate reservations, monitor outstanding balances, schedule facility walk-throughs, and maintain accurate rental information.

Ideal Candidate Profile:

The ideal candidate enjoys working with a diverse community, providing excellent customer service, and helping people bring their gatherings and events to life. Strong organizational skills, attention to detail, and the ability to manage multiple deadlines are essential to success in this role; as well as being organized, dependable, and comfortable balancing administrative responsibilities with customer interaction. In this role you will need to be able to communicate clearly, and follow through on details to ensure a smooth rental experience for both customers and staff. Experience in hospitality, facility rentals, event coordination, or a related field is preferred. This role engages with a diverse community representing a wide range of backgrounds and is committed to fostering a welcoming, inclusive, and respectful environment for everyone who visits or uses Hidden Creek Community Center.

Current / Upcoming Projects

• Continue implementation of internal rental procedures across the department.
• Develop and maintain rentals information submitted to the web team.
• Create a professional rentals brochure.

DISTINGUISHING CHARACTERISTICS (For use in a job series only)

Positions in this class coordinate activities in support of park facility operations including event services, sales, and marketing, and operations. Duties may include providing customer service; processing registrations and/or reservations; maintaining records; assisting in the planning, organization, and implementation of programs. This class differs from the higher-level Parks and Recreation Supervisor that provides supervisor level oversight of assigned staff.

For full job classification details, click here: Parks & Recreation Facilities Coordinator.

Primary Responsibilities:

• Respond to rental inquiries and communicate with customers regarding applications, balances, and reservation details.
• Review pending rental applications with the Recreation Center Manager.
• Follow up with customers who have outstanding rental balances.
• Prepare weekly rental clipboards and documentation.
• Create rental permits for approved applications.
• Schedule monthly rental walk-throughs and coordinate with customers regarding facility needs.
• Maintain the master spreadsheet for monthly rentals, ensuring information is accurate and up to date.
• Maintain organized rental records and support consistent rental procedures for all facility spaces, including gymnasium and party package rentals.
• Provide friendly, responsive customer service while helping renters navigate facility policies and procedures.

OTHER DUTIES:

• Performs other duties of a similar nature and level as assigned.

JOB QUALIFICATIONS / REQUIREMENTS:

(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.)

EDUCATION AND EXPERIENCE:

Associate’s degree in Business Administration, Hospitality, Recreation Administration, or a closely related field; and two years of experience in facilities rentals/ management or event coordination/management or project management; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

LICENSE(S) / CERTIFICATIONS:

• Valid, current Driver’s License and safe driving record

Why Work For the City of Hillsboro?

At the City of Hillsboro, we value innovation, inclusion, and collaboration. Our culture encourages professional growth and supports employees who are passionate about making a difference in their community. You’ll find meaningful work, great people, and opportunities to grow your career in public service. We’re committed to supporting employees with a comprehensive package of benefits and resources designed to promote health, well-being, and growth.

When you join our team, you’ll enjoy:

• Extra perks like bilingual pay incentives and wellness reimbursements
• Free Employee TriMet annual Hop pass
• SHARC and Hidden Creek Community Center recreation access for you and your immediate family
• Paid time off to volunteer in the community through Hillsboro Helps
• Ongoing professional development and training opportunities
• A supportive workplace that values work/life balance and employee wellness

To learn more about our robust benefits package, please visit our Benefits Page.

Bilingual Incentive Pay Available

Employees who can demonstrate the ability to speak Spanish, ASL, or any other language spoken by over 10% of the City residents as documented by the most recent U.S. Census, will receive a monthly 3% premium pay. The incentive is only paid on hours in paid status. Proficiency will be determined by a City-administered test.

Commitment to Equity

At the City of Hillsboro, we believe that hiring a workforce that reflects the diverse community we serve is essential to delivering exceptional City services and programs. The City of Hillsboro is committed to creating and supporting an inclusive and welcoming environment for all employees to thrive. We value, respect, and empower employees as unique individuals with authentic voices and diverse ideas.