Events and Rentals Coordinator (81085)

ASPHALT GREEN INC•New York, NY

6d•$42,000 - $48,000•Onsite

About The Position

The Major Owens Community Center (MOCC), powered by Asphalt Green, is located in Brooklyn's vibrant Crown Heights neighborhood (see https://majorowenscenter.com/ for more information). We are seeking an Events and Rentals Coordinator to support all aspects of facility events and rentals, including those organized by external parties. This role offers a unique opportunity to leverage strong planning, scheduling, and event coordination skills to support on-site space rentals for sports organizations, corporate event planners, college sports teams, and families, while delivering a high-quality customer experience in every engagement. This position requires a flexible, motivated self-starter with strong communication and organizational skills, keen attention to detail, and the ability to build effective relationships within the community. The ideal candidate is comfortable working cross-departmentally to ensure consistency, clear communication, and seamless coordination across all events and rentals, and is available to be present on-site as needed to oversee events, ensure smooth execution, and address issues in real time. The Events and Rentals Coordinator will report to the Manager of Operations and Community Affairs.

Requirements

1–3 years of experience in event coordination, facility rentals, or a related field.
Strong customer service and sales skills, with the ability to convert inquiries into confirmed bookings and ensure high customer satisfaction throughout the event planning and execution process.
Excellent written and verbal communication skills, with the ability to interact effectively with clients, vendors, community partners, and internal teams.
Strong organizational skills, attention to detail, and the ability to manage multiple tasks and bookings simultaneously.
Customer-focused, proactive approach to resolving issues and meeting client needs.
Working knowledge of event management or CRM software (e.g., EZ Facility, Salesforce, or similar systems), or willingness to learn.
Ability to work independently, take initiative, and collaborate effectively as part of a team

Responsibilities

Conduct facility tours: Provide prospective clients with tours of the facility, showcasing available spaces and explaining the amenities and services provided.
Sales and client relations: Utilize strong sales techniques to convert inquiries into bookings, ensuring all client needs are met and expectations are exceeded.
Manage event and rental bookings: Oversee the scheduling, coordination, and execution of events and facility rentals, ensuring a seamless experience for clients.
Support vendors and tenants: Serve as the primary point of contact for both external vendors and tenants, assisting them with logistics, technical needs, and event coordination.
Collaborate with internal teams: Work closely with other departments and property managers to ensure that all event and rental needs are met and that spaces are properly maintained and prepared for events in a timely manner.
Financial: Ensure necessary invoices have been received and permits obtained for events.
Coordinate event logistics: Work with renters to handle related logistics such as equipment setup, catering, and technical support as needed for events.
Maintain event records and documentation: Keep detailed records of bookings, contracts, payments, and client communications to ensure accurate billing and follow-up.
Foster community relationships: Develop and maintain relationships with local organizations and individuals to attract new rental clients and increase community involvement.
Promote rental spaces: Actively seek out and engage potential clients, including sports organizations, corporate clients, college teams, and private individuals, for space rentals.