Rental & Event Specialist

Bend Metro and Park Recreation District•Bend, OR

16d

About The Position

The Rental & Event Specialist works as part of the district’s rental and event team, overseeing community space and event rentals throughout the year. The part-time role focuses on park shelter rentals, internal requests, and assisting with other park-use requests. Work generally includes reviewing and processing event requests, insurance certificates, and rental agreements, and responding to a shared phone line and email inbox. The position provides customer service to facility renters, evaluates event requests and logistics, and represents the district before, during, and after rentals. It works with event organizers and district divisions to manage reservation practices, facility information, maintenance, cleaning, and facility use. The specialist also monitors program revenues and expenses, uses data to inform costs and budgets, operates reservation software, 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 schedule is Monday through Friday, 30 hours per week. Duties are performed indoors and outdoors, with travel to locations in, around, or outside the greater Bend area. The role works under the general supervision of a Supervisor. It does not normally supervise others, but 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.
Knowledge of customer service standards and practices, event planning and logistics, event organizational strategies, 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 to communicate tactfully and pleasantly with the public.
Strong time management, deadline management, problem-solving, and judgment skills, including the ability to handle difficult situations and people.
Ability to follow oral and written instructions and operate office equipment, computers, and specialized software applications proficiently.
Ability to establish and maintain effective 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 indoors and outdoors in inclement weather, walk and stand for sustained periods on uneven terrain, and occasionally lift, move, or carry objects unassisted up to 50 pounds.
Ability to work with moderate noise and frequent interruptions, maintain focus on a computer screen, and deal frequently with distraught or difficult individuals.

Nice To Haves

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

Responsibilities

Schedule and process facility and park rentals, provide tours, explain park rules and rental guidelines, and conduct pre- and post-event meetings when 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 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, local organizations, agencies, and district staff.
Work with the Community Engagement division to update venue-related information on 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 ensure costs are correct, and make budget and capital project recommendations.
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 and resources.
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.