Rental Coordinator

ORGANIZATION:
Roundhouse Community Arts & Recreation Centre

DEADLINE:
Aug. 17, 2025

ORGANIZATION DESCRIPTION:
Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), the Roundhouse Community Centre, voted Best Community Centre seven times by the Georgia Straight, has served the Yaletown neighbourhood and Vancouver at large since 1997. The Roundhouse is a recreation centre, an arts & culture space, and a historic site, all housed in one architecturally unique building. We provide the space and opportunity for Vancouverites and out-of-town visitors to lead a healthy life through our many programs and events.

WEBSITE:
https://www.roundhouse.ca/contact/careers

JOB DESCRIPTION:
The Rental Coordinator reports directly to the Roundhouse Supervisor and represents the Roundhouse as the primary point of contact for potential and current rental clients, providing excellent customer service while safeguarding the interests of the Roundhouse. The Rental Coordinator will be skilled in assessing booking requests, reconciling these requests in a timely manner with availability of space against the policies and procedures of the Roundhouse, and facilitating dialogue related to requests with staff and stakeholders. Given the nature of the position and the communities we serve, the Rental Coordinator must possess excellent customer service skills, strong multi-tasking abilities, and strong interpersonal skills, particularly for working with a diverse variety of clientele.

RESPONSIBILITIES:
• Respond in a timely, courteous manner to all inquiries and booking requests by phone, email, and/or in person
• Provide excellent customer service
• Provide detailed and complete information regarding Roundhouse resources, renter requirements, policies, and processes
• Communicate the Terms and Conditions of contracts with clients
• Complete a preliminary needs assessment for each rental request and compare against schedule availability, policies, and potential conflicts related to traffic flow, sound, loading areas, and proximity to other activities
• Present appropriate requests to other production staff and programmers for group approval in a timely manner
• Initiate an Event Information Sheet (EIS) with all relevant information completed for use by the Technical Director (TD) and staff
• Draft Rental Agreement contracts and ensure client signatures and rental deposits are obtained within required timelines
• Facilitate initial discussion between the TD and client and keep TD informed with updates
• Maintain a liaison role between the client and the Roundhouse, gathering initial event information and collecting security deposits, insurance certificates, contracts, invoices, and payments
• Attend and actively participate in necessary meetings
• Collect, prepare, and update client-facing information on rental procedures, rates, room specifications, images, and other related content
• Review, assess, and develop materials to ensure efficient communication
• Book all facilities and equipment required for rentals using booking system (currently ActiveNet) and calendar
• Book, facilitate, and handle one-off small room rentals
• Administer paperwork for small room rentals as needed
• Manage seasonal rentals, confirming rollovers of contracts
• Collaborate with Roundhouse Recreation and Arts programmers on small room allocation
• Assist accountant with budget preparation and rental supply replenishment
• Arrange staff for after-hours coverage
• Follow up with staff after rentals for event feedback

QUALIFICATIONS:
• Excellent customer service, written and verbal communication, and interpersonal skills
• Excellent time management, organizational, and problem-solving skills
• Proven ability to work as part of a team
• Ability to work with minimal supervision within established policies and procedures
• Demonstrated ability to multi-task
• Proven ability to assess logistical and technical needs for event rentals
• Ability to exercise sound judgment under pressure

Qualifications – Education or Equivalent Experience:
• Experience with non-profits, marketing, customer service, event production, and venue rentals
• Excellent interpersonal, written, and verbal communication skills
• Effective multi-tasking and teamwork abilities
• Experience with word processing, spreadsheets, booking, and communication software (knowledge of ActiveNet and its Facility Booking module is an asset)

HOW TO APPLY:
Email a cover letter and résumé (PDF) to ATTN: Human Resources at hr@roundhouse.ca with “Roundhouse Rental Coordinator” in the subject line by Sunday, August 17, 5pm.

REMUNERATION:
The current rate of pay is Step 1 (Pay Grade 16): $30.41/hr plus benefits after 3 months probation