Facility Rentals Coordinator

Job Summary :

This position is directly responsible for the Facility Rental Agreements for the Arizona Heritage Center.

Ensuring the appropriate polices, rules and regulations are followed; Duties include establishing relationships with potential clients, engaging in facility tours, negotiating agreements establishing timelines;

tracking, invoicing, and collecting funds.

This position will coordinate with vendors including bartenders, temporary workers, security staff, musicians, etc. for special events and provide information regarding required licensing.

This position will monitor temporary worker hours, tracking and approval for same. Input floor plans, seating charts, and rental agreement information within the assigned dedicated system properly and in a timely manner.

Ensuring invoiced payments and deposits are tracked within the POS system properly.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

Job Duties :

• Manage facility rentals, ensuring all appropriate paperwork is completed and tracked appropriately
• Handle customer inquiries regarding venues and spaces including providing tours, and communicating verbally, and in writing
• Write up lease agreements for special events and rentals, provide floor plans, submit invoices, and manage deposits and tracking of the same
• Reconciliation and submission of Facility rental attendance and financial information
• Provide reports as requested
• Attend community events for networking and developing new clientele to promote facility rentals and enhance maintain and grow community partnerships
• Train temporary workers and security as required
• Responsible for the set-up and tear-down of events or special functions with or without assistance from internal staff
• Work closely with assigned staff to ensure events run smoothly and ensure client satisfaction

Knowledge, Skills & Abilities (KSAs) :

Knowledge :

• Working knowledge of state procurement and accounting policies
• Best customer service practices
• Basic accounting practices
• Best practices for handling food and alcohol

Skills :

• Written and Oral Communications
• Customer Service, including dealing with the public, demonstrating tact, discretion, and resourcefulness
• Collecting, organizing, and reporting data
• Performing varied and complex administrative tasks, accounting, multiple software and hardware capabilities to include word processing, database building, and management, creating and tracking spreadsheets, reports, and forms

Abilities :

• Ability to use multiple types of hardware and software programs
• Collaborate with various teams
• Delegate appropriately to Temporary workers and volunteers
• Coordinate and track complex tasks and manage multiple projects

Selective Preference(s) :

Bachelor's Degree in Hospitality Management or equivalent

Pre-Employment Requirements :

Valid Arizona Driver's License

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply :

Benefits :

The State of Arizona offers a comprehensive benefits package to include :

• Sick leave
• Retirement plan
• Health and dental insurance
• Vacation with 10 paid holidays per year
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Learn more about the Paid Parental Leave pilot program
• For a complete list of benefits provided by The State of Arizona, please visit our

Retirement :

• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Please note, enrollment eligibility will become effective after 27 weeks of employment
28 days ago