Facility Rental Coordinator

1 month ago

Ottawa, Canada BGC Ottawa Full time

**Job Title: Facility Rental Coordinator - Part-time**

**GENERAL SUMMARY**

BGC Ottawa has four Clubhouses which include gymnasiums, kitchen facilities, multipurpose rooms, indoor turf and a swimming pool. These facilities are available to businesses, community groups, associations and organizations that need temporary or long-term space. BGC Ottawa facilities are valuable assets that support work and play in our community. Demand for these spaces is significant, and facility rental demand has grown significantly over the past few years.

**RESPONSIBILITIES / ACTIVITIES**

**Major Responsibility 1: Supporting Rental bookings**
- Welcome and support weekend rentals at various clubs during weekend hours; location guided by rental groups scheduled
- Troubleshoot issues or questions from rental groups, either in person or by phone
- Troubleshoot issues or concerns about facilities either in person or by phone
- Responding promptly and professionally to feedback, comments, and complaints
- Promote, source, and facilitate rental bookings for BGCO facilities
- Ensure all bookings are up to date in the rental system and changes are updated in a timely manner
- Follow up communications to ensure that booking clients are satisfied
- Occasional visits during events to maintain relationships with clients and on-site staff
- Ensure bookings and events comply with BGC Ottawa policies

**Major Responsibility 2: Coordinate Rental Attendants**
- Create and deliver onboarding and training sessions to the rental attendant team
- Schedule facility attendants to cover all rentals at Clubhouses
- Find replacement attendants when FAs are ill or absent
- Liaising and coordinating with on-site teams including operational management, rental attendants, and youth programming teams to ensure the rental is a success
- Execute on, track, and report on goals and KPIs associated with strategic and operational plans

**Performs other related duties as required**

**QUALIFICATIONS**:
**Required Education, Training and Experience**:

- Flexible schedule, including evenings and weekends
- Demonstrated excellent written communication skills
- One Year experience in an administrative environment
- One years’ experience in a customer-facing environment.

**Demonstrated Skills and Abilities**:

- Access to a vehicle
- Friendly, cheerful, positive, and self-driven.
- Passionate about giving the highest level of service to our customers.
- Positive about embracing challenge and change and keen to develop.
- Strong administrative skills with proficiency in a range of software including excel.
- An excellent organizer and coordinator who appreciates the importance of attention to detail.
- Ability to prioritize effectively and enjoy multi-tasking and working to deadlines in a remarkably busy fast-changing environment.
- Initiative to solve problems and deal with complaints in a positive and diplomatic manner.
- A believer in strongly supportive environments, sharing and being open with colleagues.
- Appreciative that the core business of BGCO is youth engagement and development and the Facilities team are generating income to support this work.
- A working understanding of equality and diversity with the ability to challenge discriminatory behaviour

**WORKING CONDITIONS**
- These are the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions._
- Example: The majority of the work is performed in an environment that is mostly, clean and comfortable. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision on a computer screen for a large part of the working day. The noise level in the work environment is usually quiet to moderate._

**Job Type**: Part-time

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