Athletics Rental Coordinator

Hillsborough County Board of County Commissioners•East Lake, FL

About The Position

The Athletics Rental Coordinator serves as the primary point of contact for individuals and community groups seeking to reserve athletic fields and facilities for personal or non-organized use. This position is responsible for processing rental applications, verifying compliance with County rental policies, coordinating site availability with internal staff, and providing excellent customer service to ensure a smooth and transparent rental experience. Ideal Candidate The ideal candidate for the Athletics Rental Coordinator position is a highly organized, customer-focused professional with experience in athletics, sports programming, sports facility operations, or recreation administration. Strong preference will be given to candidates with sports facility management or athletic venue coordination experience and knowledge of field use, scheduling, renter compliance, and operational needs. The successful candidate communicates policies, fees, insurance requirements, and facility expectations clearly, demonstrates sound judgement and attention to detail, and manages multiple priorities effectively. Average to above average computer proficiency, including scheduling, tracking, and reservation systems, is essential to support customer service and efficient daily operations. Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service. Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional, and ethical behaviors that establishes trust throughout the organization and with the public we serve. Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations. Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

Requirements

Knowledge of general office policies, practices and procedures.
Knowledge of principles and practices of planning and conducting athletic recreational programs.
Knowledge of proper English usage, vocabulary, spelling, punctuation and grammar.
Knowledge of occupational hazards and safety precautions required in the recreation field.
An ability to answer questions and resolve problem situations or refer to an appropriate office.
Ability to communicate effectively and persuasively, both verbally and in writing.
Ability to participate effectively in the formulation of departmental policies and procedures.
Ability to work effectively with others.
Ability to plan, organize and oversee the work of others.
Ability to set priorities, meet deadlines and multi-task.
Ability to use a computer and related software.
Skill in the use of various office equipment.
Skill in operating vehicles and equipment in a safe and efficient manner.
Graduation from high school or possession of a GED certificate; AND
1 year in recreation, sports, childcare, customer service, compliance, facility coordination, or special events; OR
An equivalent combination of education, training, and experience that would reasonably be expected to provide the job-related competencies; AND
Must obtain First Aid and Cardiopulmonary Resuscitation (CPR) Certification with Practical Application within 6 months of employment; AND
Possession of a valid Florida Driver’s License.
Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to:
Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS)
Level 1 and Level 2 Background screening (Ch. 435 Florida Statutes)
Child Abuse, Abandonment and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS)
Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE)
Possess the necessary job-related license(s) or certification(s) that may include possession of a Florida Driver License (Class E).

Nice To Haves

The ideal candidate for the Athletics Rental Coordinator position is a highly organized, customer-focused professional with experience in athletics, sports programming, sports facility operations, or recreation administration.
Strong preference will be given to candidates with sports facility management or athletic venue coordination experience and knowledge of field use, scheduling, renter compliance, and operational needs.
The successful candidate communicates policies, fees, insurance requirements, and facility expectations clearly, demonstrates sound judgement and attention to detail, and manages multiple priorities effectively.
Average to above average computer proficiency, including scheduling, tracking, and reservation systems, is essential to support customer service and efficient daily operations.

Responsibilities

Serves as the main contact for all personal-use rental inquiries via phone, email, and online submission platforms.
Review and process rental applications, ensuring completeness, accuracy, and timely submission of all required documents.
Coordinate field and facility availability with staff to avoid scheduling conflicts with leagues, programs, and maintenance.
Communicate rental terms, policies, fees, and insurance requirements clearly and professionally to applicants.
Maintain organized and up-to-date records of rental requests, approvals, payments, and insurance documentation using departmental tracking systems.
Monitor compliance with rental agreements and report violations or issues to management as needed.
Supervise and support Athletics Compliance Inspector conducting on-site inspections and compliance checks at sports facilities.
Work in collaboration with Risk Management and Finance teams to ensure proper billing, documentation, and insurance verification.
Educate renters on park rules, facility usage expectations, and responsibilities for cleanliness, conduct, and care of the site.
Identify recurring rental process challenges and recommend process improvements to enhance efficiency and customer satisfaction.
Represent the Athletics Division with professionalism and provide service-oriented experience to all renters and community members.
Other related duties as assigned.