Rentals Coordinator

POSITION SUMMARY 

The Rentals Coordinator supports the Managing Director and center leadership team by coordinating administrative processes related to rentals, events, and day-to-day operations at the Major Owens Community Center. 

This role focuses on execution, documentation, and communication, ensuring that client-facing processes and internal coordination run smoothly. The Rentals Coordinator plays a key support role across teams by maintaining accurate records, assisting with scheduling, and facilitating communication between clients, vendors, and internal staff. 

This position is detail-oriented, highly organized, and responsive in a fast-paced, multi-stakeholder environment. 

This role is in-person 5 days/week. This role requires schedule flexibility, including occasional evenings and weekends, based on center needs and events.

CORE RESPONSIBILITIES 

Administrative Support 

• Supports preparation, distribution, and tracking of rental and event agreements 

• Communicates with clients to collect required documentation, including COIs and payment information 

• Maintains accurate and organized records for all rentals and events 

• Documents client needs and communicates details to internal teams to support execution 

• Assists with scheduling and coordination of facility tours for prospective clients 

• Provides administrative support for event execution as needed, including occasional evenings and weekends 

Scheduling & Systems Maintenance 

• Maintains accurate reservations in EZ Facility and related systems 

• Updates scheduling and documentation across teams to ensure alignment 

• Supports coordination efforts by flagging potential scheduling conflicts for leadership review 

Accounts Receivable & Financial Support 

• Supports Accounts Receivable processes for rentals and events 

• Tracks outstanding balances and assists with follow-up communications 

• Maintains records related to financial transactions and client payments 

Manager on Duty 

• Serves as Manager on Duty, as assigned 

• Provides on-site coordination support during assigned shifts, ensuring basic operational continuity 

• Escalates facility, safety, or client concerns to appropriate leadership as needed 

• 3 years of relevant administrative, scheduling, or rentals experience 

• Strong organizational and time management skills 

• Excellent communication and customer service approach 

• High attention to detail and follow through 

• Ability to work cross functionally 

• Comfortable in fast paced environment 

• Proficiency in Microsoft Office; experience with CRM systems preferred 

• Willingness to work nights and weekends as needed 

• Comfort navigating dynamic and fast-paced nonprofit environments.  

• Commitment to Asphalt Green’s mission of advancing health, fitness, and personal growth through sport, fitness, and play for all.