Rental & Event Specialist - Full Time

Bend Metro and Park Recreation District•Bend, OR

10d

About The Position

The Rental & Event Specialist manages the end-to-end execution of large-scale rentals and community events in parks. The role evaluates new event requests for suitability, ensures existing events submit required documentation and comply with rental expectations and park guidelines, applies fees and charges, and facilitates pre- and post-event meetings. On event days, the specialist serves as the district’s primary point of contact to help ensure compliance. The specialist provides customer service to renters, coordinates facility and park reservations, reviews event plans and facility condition reports, processes deposits and refunds, and works with event organizers and district divisions to coordinate maintenance, cleaning, repairs, and facility use. The role also monitors revenues and expenses, uses data to inform costs and budgets, maintains venue information online, and assists with district-sponsored events, including the July 4th Pet Parade. The position acts as a Mandatory Reporter and reports incidents of child abuse or neglect. The role works under the general supervision of a Supervisor. Standard processes and procedures are followed independently, while changes to standard practices and significant decisions are confirmed in advance. Supervision is not normally a responsibility, though the specialist may provide leadership and direction to staff and volunteers.

Requirements

High school graduation or equivalent, and two years of related experience, or a satisfactory combination of experience and training.
Strong knowledge of customer service standards and practices.
Strong knowledge of event planning and logistics for evaluating proposals.
Strong knowledge of event organization, including developing objectives and creating and implementing strategies.
Knowledge of general office administrative practices and procedures, and English grammar and composition.
Ability to communicate effectively verbally and in writing, including by phone, email, and in person.
Ability to work independently and cooperatively with others.
Ability to communicate effectively, tactfully, and pleasantly with the public.
Strong time-management skills and ability to meet deadlines.
Ability to handle difficult situations and people effectively.
Ability to exercise initiative, sound judgment, and problem-solving skills.
Ability to follow oral and written instructions.
Proficiency operating office equipment, computers, and specialized software applications.
Ability to establish and maintain effective, cooperative working relationships.
Possession of, or ability to obtain within 30 days, a valid Oregon driver’s license with an acceptable driving history under district policy.
Ability to travel to locations in, around, or outside the greater Bend area.
Ability to work and maintain focus in moderate noise and with frequent interruptions.
Ability to perform the stated physical demands, including occasional unassisted lifting, moving, and carrying of objects up to 50 pounds.

Nice To Haves

Bilingual in Spanish and English; a bilingual differential is available after completing a language assessment.

Responsibilities

Provide customer service to renters of district facilities, including scheduling and processing rentals, conducting tours, explaining rules and guidelines, and potentially holding pre- and post-event meetings.
Review post-reservation facility condition reports, assess and apply additional service fees when warranted, and process rental deposit refunds under established policies and procedures.
Review new event requests and determine their feasibility in a park or facility.
Review and approve event logistics plans, site maps, rental agreements, certificates of insurance, and other required documents for accuracy and compliance.
Represent the district before, during, and after event rentals.
Analyze and update reservation program practices and guidelines in collaboration with event organizers, public agencies, community members, and district staff.
Work with the Community Engagement division to update venue-related information on multiple webpages.
Coordinate maintenance, cleaning, and repairs with Custodial and Facilities divisions.
Work with the Park Steward division to monitor facility use.
Monitor program revenues and expenses; collect and use data to determine costs, recommend budgets and capital projects, and maintain budgets.
Operate computer software to manage programs and run reports.
Establish and maintain professional, constructive relationships with event organizers, affiliate businesses, and agencies using district facilities, resources, and processes.
Assist with coordinating and executing district-sponsored events, including the July 4th Pet Parade.
Act as a Mandatory Reporter and report incidents of child abuse or neglect.
Perform other job-related duties as assigned.