Facility Rentals Coordinator

JOB TITLE: Facility Rentals Coordinator

Position Type: Classified Reports to: Facilities Director

Salary Schedule: Grade 30 Location: All Schools

Term of Employment: 12 months FLSA: Hourly

GENERAL RESPONSIBILITIES:

The Facility Rentals Coordinator is responsible for managing and overseeing all district facility

rentals for both internal departments and community organizations. This position ensures

efficient scheduling, compliance with district policies, and a high level of customer service while

maximizing appropriate use of district facilities. The coordinator also supports the district's

financial goals by ensuring accurate billing, cost recovery, and the generation of a positive and

sustainable revenue stream through strategic facility use.

MAJOR TASKS:

• Coordinate rental space usage across all district sites, ensuring alignment with school

and district priorities

• Schedule and manage facility use requests, including evenings, weekends, and non-

school days

• Serve as the primary point of contact for internal staff and community organizations

regarding facility rentals

• Process and manage all billing related to facility use, including invoicing, payments, and

tracking outstanding balances

• Open and close rental spaces as needed or coordinate site access with appropriate staff
• Maintain all rental agreements, permits, insurance certificates, and required

documentation to ensure compliance with district policies

• Ensure renters meet all requirements, including liability insurance, usage guidelines, and

safety expectations

• Coordinate with site administration, custodial, maintenance, and security teams to

support facility use

• Conduct periodic checks of facilities during use to ensure compliance with agreements

and proper care of district property

• Address and resolve issues or concerns that arise during facility use in a timely and

professional manner

• Maintain accurate records of facility usage, contracts, and revenue for reporting

purposes

• Assist in developing and updating procedures, fee schedules, and rental policies
• Promote facility rental opportunities to community partners in alignment with district

guidelines

QUALIFICATIONS:

• Experience in scheduling, facilities management, customer service, or a related field

preferred

• Strong organizational and time management skills
• Ability to manage multiple schedules and priorities simultaneously
• Strong communication and interpersonal skills
• Experience with scheduling or facility management software preferred
• Ability to work flexible hours, including evenings and weekends as needed

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of facility use procedures and risk management practices
• Ability to interpret and enforce policies and agreements
• Strong attention to detail, particularly with contracts and billing
• Ability to build positive relationships with internal and external stakeholders
• Problem-solving skills and ability to handle conflicts professionally

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an

employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential

functions.

While performing the duties of this job, the employee is required to have regular and reliable

attendance, is regularly required to sit, talk and/or hear. The employee is occasionally required

to stand; walk; use hands to finger, handle, or feel objects, tools and/or controls; and reach

with hands and arms.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities

required by this job include: close vision, distance vision, color vision, peripheral vision, depth

perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee

encounters while performing the essential functions of this job. Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions. The

noise level in the work environment is usually moderate.