Rentals Coordinator (83538)

ASPHALT GREEN INC•New York, NY

1d•Onsite

About The Position

The Rentals Coordinator supports the Managing Director and center leadership team by coordinating administrative processes related to rentals, events, and day-to-day operations at the Major Owens Community Center. This role focuses on execution, documentation, and communication, ensuring that client-facing processes and internal coordination run smoothly. The Rentals Coordinator plays a key support role across teams by maintaining accurate records, assisting with scheduling, and facilitating communication between clients, vendors, and internal staff. This position is detail-oriented, highly organized, and responsive in a fast-paced, multi-stakeholder environment. This role is in-person 5 days/week and requires schedule flexibility, including occasional evenings and weekends, based on center needs and events.

Requirements

3 years of relevant administrative, scheduling, or rentals experience
Strong organizational and time management skills
Excellent communication and customer service approach
High attention to detail and follow through
Ability to work cross functionally
Comfortable in fast paced environment
Proficiency in Microsoft Office
Willingness to work nights and weekends as needed
Comfort navigating dynamic and fast-paced nonprofit environments
Commitment to Asphalt Green’s mission of advancing health, fitness, and personal growth through sport, fitness, and play for all

Nice To Haves

Experience with CRM systems preferred

Responsibilities

Supports preparation, distribution, and tracking of rental and event agreements
Communicates with clients to collect required documentation, including COIs and payment information
Maintains accurate and organized records for all rentals and events
Documents client needs and communicates details to internal teams to support execution
Assists with scheduling and coordination of facility tours for prospective clients
Provides administrative support for event execution as needed, including occasional evenings and weekends
Maintains accurate reservations in EZ Facility and related systems
Updates scheduling and documentation across teams to ensure alignment
Supports coordination efforts by flagging potential scheduling conflicts for leadership review
Supports Accounts Receivable processes for rentals and events
Tracks outstanding balances and assists with follow-up communications
Maintains records related to financial transactions and client payments
Serves as Manager on Duty, as assigned
Provides on-site coordination support during assigned shifts, ensuring basic operational continuity
Escalates facility, safety, or client concerns to appropriate leadership as needed