Coordinator, Planning and Rentals

7 days ago

Edmonton, Canada Edmonton Catholic Schools Full time

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 50,000 students and 5,000 employees in 95 schools plus other sites.

**Coordinator, Planning and Rentals**:
**Requisition ID**: 9515**Hours Per Week**: 35**Position**: New**FTE**: 1**Department**: Educational Planning**No Months Per Year**: 12**Position Status**: Permanent**Employee Group**: OOS**Rate of Pay**: $58,185 - $72,743**Posting Closing Date**: 1/10/25Edmonton Catholic Schools is seeking a motivated and detail-oriented Planning and Rentals Coordinator. In this role, you will be the primary contact for rental inquiries, independently working with both internal and external clients to provide accurate information on rental costs, policies, and procedures. You will oversee rental space requirements while collaborating with the Planning and Lease Coordinator to manage leasing needs and address space overlap.

As part of the Educational Planning team, you will report to the Business Coordinator and assist in rental rate negotiations, conducting research on competitive processes, generating reports, and managing historical data. You will also support the Manager, Planning in land use planning and service delivery.

In this role, you will collaborate closely with Facility Services to ensure the smooth delivery of services across departments. Additionally, you will represent the division in dealings with key partners, including other school jurisdictions, the City of Edmonton, Alberta Education, Alberta Infrastructure, and municipal, provincial, and federal governments, particularly in relation to elections.

We are looking for a professional individual who excels at managing multiple tasks and collaborating with various teams. Edmonton Catholic Schools encourages you to apply

**Responsibilities**:
Rentals
- Initiate and coordinate documentation for tenants
- Ensure signature and related licenses, insurance and deadlines are in place
- Perform site visits, audit tenant spaces and reclaim space
- Collect data and track rental requests including charges and cancellations
- Collaborate with principals to assess and manage tenants’ special requirements
- Collaborate with Division staff on enrolment growth and impact of tenant space requirements
- Track leased spaces and advise the City of Edmonton for issuance of property tax invoices
- Assess, evaluate and provide solutions to problems arising with tenants and user groups
- Assist with new lease requests and changes to space requirements
- Communicate with lease and rental holders to manage accounts in arrears
- Coordinate with principals for assigned polling stations at school sites and equipment requirements, Facilities Services for custodial overtime requirements
- Coordinate Joint Use tournament requests and incident reports
- Review and approve custodial overtime sheets for Joint Use and Non-Joint Use rentals.
- Liaise with supervisor and Facility Services for discrepancies and adjustments required

Communication and consultation
- Handle enquiries from potential clients and provide direction on the process and requirements
- Communicate planning information to the public
- Coordinate and communicate with principals, tenants and external partners on available rental space
- Maintain information flow to Division staff and external clients on leases and rentals
- Correspond with tenants regarding timelines and progress of work orders
- Conduct research to provide support to strategic initiatives
- Collect and analyse data
- Collect and share information relating to initiatives in other school jurisdictions
- Draft reports for review and approval by the supervisor
- Represent the Division on committees working with partners such as Joint Use Agreements (JUA), Gymnasium Use, summer access, Facility Services, and election agents for federal, provincial and municipal governments
- Attend and participate in public consultations
- Participate in cross-Division meetings, projects and initiatives
- Provide guidance and advice in area of expertise to team members

Logistics and operations
- Coordinate maintenance, repair requests for lease and rental sites
- Contribute to department projects providing insight and recommendations
- Compile information packages and schedule meetings

Information management
- Maintain accurate rental and lease data for external clients
- Track overtime, verify and maintain rental records
- Provide accurate information to the Business Coordinator for issuance of rental and lease invoices

Department activities
- Participate in team meetings
- Contribute to unit’s short
- and long-term strategic planning activities
- Participate and collaborate on projects and initiatives
- Assist staff during peak workloads
- Provide cover-off during absences

Maintain technical knowledge through a range of pro

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