Rental and Facility Coordinator - Edmonton, Canada - Parkdale Cromdale Community League

Description

Parkdale Cromdale Community League

Rental and Facility Coordinator - Job Description
League, in any manner. They will be comfortable and motivated to work independently with mínimal supervision or direction. They will be logical problem solvers with just the right balance of delegation and direct action. This job requires flexibility and multitasking.

The Rental and Office Coordinator will be supervised by a Board executive member, as well as work in conjunction with various Board members, committee members, and other staff members on tasks and as needed.

This position will work primarily at the Parkdale Cromdale Community League. Flexibility due to meeting renters, contractors, community members or any other administrative profession is required. The position is required to work well with Facility Caretaker, Custodian and other contractors visiting the site.


Administrative Duties & Board Support (6 hours per week, on average) This will include holding 2-3 regular office hours per week:

• Collect mail, invoices and any correspondence for League business and file or pass to appropriate person.
• Maintain office and file organization, both digitally (Google Drive) and paper records as required
• Assist with membership and ticket sales as a key contact for the League
• Keep vendor and contractor lists updated
• Assist with AGLC Licenses, Permits and other related paperwork
• Provide administrative support to any financial records for Rental of facilty
• Provide other administrative support to the Board when required
• Assist with communication task such as social media posts, enewsletters, website updates, and printed materials
• Keep grants documents and reports up to date (submit reports as requested).

Rentals/Facility Usage hours per week, on average):

• Manage and maintain online facility schedule (Google Calendar) of rentals and other forms of usage (programs, events, etc.) to ensure there are no conflicting events or dates
• Maintain accurate and detailed records within facility schedule, as per Standard Rental Procedures
• Meet with potential renters/users to show the facility, arrange keys, give hall orientation, security, policies, and documentation
• Ensure all active renters/users have signed and uptodate rental agreements in place
• Provide ongoing/oncall support to users before/during/after rentals
• Coordinate and/or collect payments and deposits for hall rentals with the Treasurer
• Perform a walkthrough inspection of hall after each rental event to ensure cleanliness & policies were followed (using security camera footage and/or in person)
• Ensure hall is secure before and after rentals (via online remote security platform and/or in person)
• Maintain current and competitive policies, procedures, and rental rates for the use of PCCL by individuals and organizations, for consideration by the Board
• Develop marketing materials (in collaboration with Communications Director) to publicize and promote PCCL's rental spaces

Facility Support and Access (3 hours per month, on average) This involves supporting the Facility Caretaker as the primary person at the Hall
:

• Provide building access to utility companies and other contractors as needed, in coordination with the Facility Caretaker
• Maintain general supply inventory and procure supplies when required (cleaning, office, kitchen, event, programming, etc.)
• Report any building issues, projects or repairs to Facility Caretaker and/or Cleaner
• Coordinate with other staff members to ensure the timely removal of snow, ice, garbage, or other hazards from around the facility
• Keep master key box complete, have new keys cut when required
• Maintain digital record of all keys/fobs and usage, assign keys/fobs to users and retrieve keys/fobs from former users when necessary
• Follow key usage policy
• Orientate key holders on security system and procedures for accessing building

Skills & Qualifications:

• Experience in office administration along with social media platforms, Google Drive, GMail, etc.
• Experience handling money, taking payments, issuing invoices (cash & digital)
• Experience with Canva, MailChimp, Squarespace, QuickBooks will be considered an asset
• Strong communication skills (written, verbal) and the willingness and ability to create a welcoming environment
• Willing to take initiative, be flexibility when plans need to change, stay organized and provide leadership where needed

Conditions of Employment:

• Wage: $20/hr
• Hours: 1215 hours per week, flexible
• Must have access to reliable transportation

The Parkdale Cromdale Community League Board is an inclusive, responsive organization open to the community it represents. It is transparent and accountable on all policies and procedures, including financial records. Through sharing information, knowledge and other resources within the community, the Board will act as a conduit between residents and members, the City of Edmonton and d