Rental & Event Specialist - Full Time

Bend Park and Recreation•Bend, OR

10d•$25 - $28

About The Position

The full-time Rental and 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 meet rental expectations and park guidelines, applies accurate fees and charges, and facilitates pre- and post-event meetings. On event days, the specialist is the primary point of contact to ensure compliance. The position provides customer service to renters, schedules and processes facility and park rentals, gives tours, explains rules and guidelines, reviews event documents and condition reports, coordinates facility maintenance and works with district divisions and community partners. It also monitors program revenue and expenses, uses data to inform costs and budgets, operates reservation software, and assists with district-sponsored events. The role works under the general supervision of a Supervisor and may provide leadership and direction to staff and volunteers, though supervision is not normally a responsibility. The schedule is Thursday through Monday, 40 hours per week. The anticipated start date is the second or third week of January. Duties take place indoors and outdoors, require travel to locations in, around, or outside the greater Bend area, and involve frequent computer use, interruptions, moderate noise, and interactions with distressed or difficult individuals. Applicants must be able to work outdoors in varied weather and perform the listed physical activities, including occasional lifting, moving, and carrying objects up to 50 pounds.

Requirements

High school graduation or equivalent, and two years of related experience; or a satisfactory combination of experience and training.
Knowledge of customer service standards and practices; event planning and logistics for evaluating proposals; event organizational strategies; 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 and communicate effectively, tactfully, and pleasantly with the public.
Strong time-management skills to meet deadlines and the ability to handle difficult situations and people effectively.
Ability to exercise initiative, sound judgment, and problem-solving skills and follow oral and written instructions.
Proficiency operating office equipment, computers, and specialized software applications.
Ability to establish and maintain effective, cooperative working relationships.
Possess a valid Oregon driver’s license or be able to obtain one within 30 days, with an acceptable driving history under district policy.
Ability to travel to locations in, around, or outside the greater Bend area.
Ability to perform the physical demands described, including occasional unassisted lifting, moving, and carrying of objects up to 50 pounds.

Nice To Haves

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

Responsibilities

Provide customer service to renters, schedule and process facility and park rentals, conduct tours, explain rules and guidelines, and conduct pre- and post-event meetings as needed.
Review post-reservation facility condition reports, assess and apply additional service fees when warranted, and process rental deposit refunds according to established policies and procedures.
Review new event requests and determine their feasibility in parks or facilities.
Review and approve event logistic 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 coordination with event organizers, city and school district representatives, private individuals, community agencies, and district staff.
Work with the Community Engagement division to update and edit venue information on multiple web pages.
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, make budget recommendations, and recommend capital projects.
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.