Rep II, Customer Support (Event Rental Coordinator)

City of Fort Collins•Fort Collins, CO

74d•Onsite

About The Position

Supports customer service operations with a focus on inquiries, site tours, scheduling, contracting, and financial processes across Arts & Culture facilities. This is an essential, on-site position. Remote work may be permitted on a case-by-case basis, consistent with City policy and operational needs. The position serves in a department-wide, floating capacity, providing support across the department's primary facilities, including The Lincoln Center, The Gardens on Spring Creek, the Center for Creativity, 215 N. Mason Street, and other City facilities as required.

Requirements

High school diploma or general education degree (GED) required.
Minimum one (1) year customer service experience.
Excellent customer service and communication skills in all aspects of interaction with clients, guests, and users.
Ability to perform basic math and accounting skills.
Knowledge of general office equipment operations.
Data entry and spreadsheet development.
Ability to communicate clearly and effectively both orally and in writing.
Specific knowledge of department related City ordinances, policies, procedures, and regulations.
Specific knowledge of the services and products offered by the department.
Ability to operate venue management, room diagramming, and events software.
Ability to handle sensitive and stressful situations with tact and diplomacy.
Ability to handle high volume workloads and multi-task effectively.
Ability to work nights and weekends as needed in the execution of venue tours and client meetings.
Demonstrated cultural competence to effectively interact, work, and develop meaningful relationships with people of diverse identities, perspectives, and cultural backgrounds.
Strong learning orientation. Leverages all resources and is creative in ways of learning for self to continue adapting to changing issues and trends.
A desire and ability to understand the diverse needs of internal and external customers, and to create experiences and deliver services that exceed their expectations.
A desire and ability to utilize digital tools for organizational information, individual, and teamwork.

Nice To Haves

CPR/AED (Must obtain within 6 months of hire)

Responsibilities

Assists internal and external customers with information, directions, venue availability, and billing inquiries.
Interprets policies, procedures, and regulations related to existing rental policies, facility rules and other operational documentation.
Collaborate with other city departments to solve problems, meet deadlines and ensure service continuity.
Performs data entry and may maintain databases and/or spreadsheets for the department.
Manages scheduling, bookings, and client inquiries.
Responds to venue rental inquiries, manages the opportunity sales funnel and conducts tours.
Manages all rental agreements, payments and ensure receipt of all ancillary documentation, such as nonprofit, tax, insurance or third-party vendor information.
Maintains the scheduling/calendar system and event records.
Processes & tracks payments, contracts, and insurance deadlines.
Coordinates with operations teams for event execution and agreement updates.
Supports post-event reconciliation and reporting, including all contractual and financial elements.
Supports financial functions such as fee collection, petty cash handling, invoice & payment processing, and journal entries.
Creates and provides regular reports to both internal and external partners in support of operational and contractual elements related to insurance, building schedules, and concessionaire relationships.
May perform general administrative and clerical duties including filing, copying, correspondence, and reporting, in support of department wide business & administrative functions.

Benefits

Medical, dental, vision (for self, spouse, domestic partner, children) – eligible on the 1st of the month following date of hire
Paid vacation, paid holidays, sick leave, and additional one-time bank of 40 PTO hours for new, full-time, Classified and Unclassified Management hires
Retirement + company contributions – after 6 month probation period and immediate vesting
Flexible spending: Medical expenses FSA, dependent FSA or both
Employee Assistance Program: counseling, legal, financial assistance
Life insurance, short-term and long-term disability
Wellness program, workout facilities
Employee/family onsite health clinic
Learning and development opportunities at all levels in the organization with opportunities for career mobility
Collaborative work environment