Rentals Coordinator

City of Hillsboro • Or 97124, OR

1d

About The Position

The Rentals Coordinator manages the rental process from application review through permit creation and ongoing customer communication. The position works closely with the Recreation Center Manager, City staff, and community members to coordinate reservations, monitor outstanding balances, schedule facility walk-throughs, and maintain accurate rental information. The role supports rental procedures for facility spaces, including the gymnasium and party packages, and provides customer service to help renters navigate facility policies and procedures.

The ideal candidate enjoys working with a diverse community and helping people plan gatherings and events. The role requires strong organization, attention to detail, clear communication, dependability, and the ability to manage multiple deadlines while balancing administrative work with customer interaction. Experience in hospitality, facility rentals, event coordination, or a related field is preferred.

Current and upcoming projects include continuing implementation of internal rental procedures across the department, developing and maintaining rental information submitted to the web team, and creating a professional rentals brochure. This position is classified under the Parks & Recreation Facilities Coordinator job classification.

Requirements

• Associate’s degree in Business Administration, Hospitality, Recreation Administration, or a closely related field, and two years of experience in facilities rentals/management, event coordination/management, or project management; or an equivalent combination of education and experience sufficient to perform the essential duties.
• Valid, current Driver’s License and a safe driving record.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines and balance administrative responsibilities with customer interaction.
• Ability to communicate clearly and follow through on details.
• Ability to provide customer service to a diverse community in a welcoming, inclusive, and respectful manner.

Nice To Haves

• Experience in hospitality, facility rentals, event coordination, or a related field is preferred.
• Ability to speak Spanish, ASL, or another language spoken by over 10% of City residents may qualify for bilingual incentive pay, subject to a City-administered proficiency test.

Responsibilities

• Respond to rental inquiries and communicate with customers about applications, balances, and reservation details.
• Review pending rental applications with the Recreation Center Manager.
• Follow up with customers who have outstanding rental balances.
• Prepare weekly rental clipboards and documentation.
• Create rental permits for approved applications.
• Schedule monthly rental walk-throughs and coordinate with customers regarding facility needs.
• Maintain the master spreadsheet for monthly rentals and keep information accurate and up to date.
• Maintain organized rental records and support consistent rental procedures for facility spaces, including gymnasium and party package rentals.
• Provide friendly, responsive customer service and help renters navigate facility policies and procedures.
• Continue implementing internal rental procedures across the department.
• Develop and maintain rental information submitted to the web team.
• Create a professional rentals brochure.
• Perform other duties of a similar nature and level as assigned.

Benefits

• Bilingual pay incentives for qualifying language proficiency: a monthly 3% premium pay on hours in paid status.
• Wellness reimbursements.
• Free Employee TriMet annual Hop pass.
• SHARC and Hidden Creek Community Center recreation access for the employee and immediate family.
• Paid time off to volunteer in the community through Hillsboro Helps.
• Ongoing professional development and training opportunities.
• Supportive workplace that values work/life balance and employee wellness.
• Comprehensive benefits package; details are available on the City’s Benefits Page.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree