Facility Rental and Sales Coordinator

FACILITY RENTAL & SALES COORDINATOR
The Facility Rental & Sales Coordinator is responsible for the overall planning, organization, supervision and delivery of a Department that includes three revenue centres at Fanshawe Pioneer Village: the museum Gift Shop (Denfield General Store), Food Service events and the Facility Rental Program. This position will act as the key administrator for all facility rentals, which includes wedding and corporate rentals. The Coordinator is responsible for the Department’s daily operations, inventory management, rental event coordination and
staffing resources.
Hours/Days of Work: 40 hours/week
• Given the nature of the job, daytime, evening/late night, weekend, and holiday hours are required.
• Shift times will flex as needed to accommodate supervising rental bookings, after hours meetings, tours and special events.
Term: Full-time, permanent
Salary Range: $21.66 - $24.37/hr and Group Benefits Package
Duties and Responsibilities:
1. Department Coordination:
Scope: Responsible for the planning, administration, human resources and scheduling of the Facility Rental and Sales Department.
• Undertakes recruitment, training, supervision and evaluation of seasonal Department staff including; Gift Shop staff, Food Service staff (if required), and Rentals Assistant
• Ensures Department staff work within compliance of all policies and procedures
• Develops annual operational plans and annual reports for areas of responsibility
• Prepares and submits annual work plan and scorecard updates to the Executive Director
• Works with the Executive Director to develop budgets and revenue targets for the operation of the Gift Shop (Denfield General Store), Food Service offerings and the Facility Rental Program
• Maintains accurate sales records and inventory records for all areas of the Department
• Coordinates inventory purchases for the Department
• Liaises with other departments to coordinate operations and site logistics
2. Retail Services:
Scope: Coordinates operations of the Museum Gift Shop (Denfield General Store)
• Coordinate annual opening & closing of the Museum’s gift shop, the Denfield General Store for the operating season
• Develop inventory stock order plan within annual budget
• Undertake ordering and purchasing of stock and provide for stock maintenance
• Coordinate “Made in the Village” program items directly through the Public Programming Coordinator, Trades Artisans and volunteers
• Jury consignee submissions, and coordinate consignment agreements
• Oversee general merchandising of the Denfield General Store
• Maintain accurate sales reports, cash accounting and stock records using POS system
• Provide year-end inventory report for annual audit
• Recruit, hire, train, schedule and supervise Gift Shop staff within annual budget allocations
FACILITY RENTAL & SALES COORDINATOR
3. Food Services:
Scope: Coordinates food service event offerings and use of the Pioneer Village Hall (Café)
• Annually assess the feasibility and profitability of food service offerings during the summer season and for special events – and develop an operating plan for approval
• Implement and monitor approved operating strategy and budget
• Recruit, hire, train, schedule and supervise Food Service staff if required
• Maintain accurate sales reports and stock records for food service offerings
• Coordinate purchase of food and supplies as needed within budget
• Obtain and comply with all necessary by-laws, government legislation, permits, licenses, inspections and approvals from the City of London, Middlesex London Health Unit and others for the operation of any food services
4. Facility Rental Program:
Scope: Overall coordination of Weddings and Corporate Rental Program
• Respond to and document all rental inquiries, and provide tours of facilities as needed
• Respond to initial inquires for filming location rentals and site scouting tours
• Administer rental contracts, recommend updates or revisions as needed for approval
• Maintain an accurate and up to date calendar of rental bookings
• Coordinate all rental invoicing and payment tracking with the Bookkeeping & Administration Assistant including those to third party vendors
• Provide monthly sales report to reconcile deferred accounts
• Coordinate all details of rental events, and ensure they are carried out within parameters of Museum’s site mandate and operating standards, and comply with all necessary by-laws, government legislation, permits, licenses, inspections
• Supervise all rental events on site, and schedule Rental Assistant to aid in event coordination/ supervision as needed
• Responsible for coordinating site set-up/load in schedule and clean-up of all rental events
• Conduct research on event venue rental market in London to ensure competitiveness
• Identify rental opportunities for Fanshawe Pioneer Village
• Continuous development and implementation of marketing plan relating to rentals and promotion in coordination with the Public Programming Coordinator
• Work wedding shows or other promotional events
5. Cross-Departmental Responsibilities
• Serves on the Fanshawe Pioneer Village Joint Health & Safety Committee
• Communicates rental booking schedule with other Departments to coordinate site logistics, and avoid overbooking site
• Assist with staffing and coordination of large special events, and visitor admissions as required
Qualifications
• Post-secondary education in Business or Sales & Marketing, Hotel & Food Administration, Arts Administration, Hospitality, or Event Planning programs or equivalent experience
• Experience in facility rental or wedding service industry
• Retail or Food Service experience at the management level
• Safe Food Handling certification an asset
• Sales experience, or previous visitor/guest services experience
• A self-starter able to work as part of a cohesive team
• An effective communicator with excellent written and oral communication skills
• Professionalism and excellence in customer service
• Strong organizational, financial and administrative skills
• Working knowledge of Microsoft Office suite of programs
• Valid First-Aid and CPR certificate
• Successful candidates must provide a Criminal Record check and Vulnerable Sector Screening
FACILITY RENTAL & SALES COORDINATOR
Physical Requirements: This position requires the ability to; lift and carry 50 lbs, walk and navigate gravel paths and uneven surfaces, work in an environment with air pollutants (pollens, dust, wood smoke), and to tolerate exposure to nuisance wildlife. Fanshawe Pioneer Village is an outdoor working environment and the individual in this position may be exposed to inclement and severe weather.
Due to the seasonal nature of the wedding and corporate rental business, this position will require the individual to work every Saturday from May to the end of October, and Sundays as needed. Evening work extending into the late night will be required. This position requires the individual to be able to manage and control situations involving the consumption of alcohol by guests.
Personal transportation required (no public transit available to site)
How to Apply:
Interested candidates are requested to submit a resume including a cover letter by e-mail to;
Dawn Miskelly, Executive Director
E-mail: director@fanshawepioneervillage.ca
Deadline to Apply: 5pm – Thursday, July 11th, 2024.
Please Note:
• Accommodation will be provided in all parts of the hiring process as required under the Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards. Applicants need to make their needs known in advance. The London & Middlesex Heritage Museum is an equal opportunity employer.
Fanshawe Pioneer Village thanks all those who apply, but only those applicants selected for an interview will be contacted.

Fanshawe Pioneer Village, London and Middlesex Heritage Museum

Administrative / Clerical Support, Event Coordination, Hospitality / Tourism, Management / Executive, Sales / Retail

$21.66 - $24.37/hr and Group Benefits Package