Events & Rentals Coordinator

Position Type: Full-Time (Requires flexible evening/weekend availability)

Reports To: Executive Director

Location: Chelan, Washington — On-site Role

Position Summary

The Events & Rentals Coordinator markets and manages the intake, logistics, scheduling, and execution of all public and private events, conferences, and gymnasium rentals within the 44,000-square-foot Lake Chelan Community Center. This role serves as the primary point of contact for individual renters, corporate clients, local sports leagues, and community organizations. The ideal candidate is an exceptionally organized, hospitality-minded coordinator who can efficiently balance high-yield private venue rentals with affordable community programming and athletics.

Key Responsibilities

1. Rental Marketing, Management & Booking Intake
   
   • Marketing: Serve as the primary marketer of event space for the Lake Chelan Community Center and develop partnerships with local businesses and organizations to co-market events at the center.
   • Client Communication: Serve as the primary contact for rental inquiries, conducting site tours of the conference center, event rooms, and gymnasium for prospective clients.
   • Booking & Scheduling: Maintain the master facility calendar using venue management software to maximize space utilization and avoid booking conflicts across different zones.
   • Contracts & Compliance: Draft rental agreements, calculate quotes, collect security deposits, and verify that external groups secure appropriate liability insurance and permits (e.g., banquet permits).
2. Event Logistics & Event-Day Execution
   
   • Operations Coordination: Collaborate with the Executive Director to map out room conversions, seating configurations, and custodial needs for diverse events.
   • Technical Setup: Oversee the deployment and basic troubleshooting of standard Audio/Visual (AV) equipment, microphones, and presentation systems in conference rooms.
   • On-Site Coordination: Act as the on-site point person during major events, tournaments, and conferences to assist clients, manage logistics, and resolve real-time space or technical issues.
3. Gymnasium & Athletic League Logistics
   
   • Tournament & League Coordination: Coordinate blocks of gym time for local youth and adult sports leagues, ensuring appropriate floor transition times and clear court boundary setups.
   • Equipment Control: Monitor and manage the inventory of athletic equipment, tables, chairs, staging, and floor-protection tarps required for non-sporting events in the gymnasium.
4. Performing Arts Logistics
   
   • Performing Arts Stage: Coordinate use of the performing arts stage in the gymnasium ensuring no conflicts with ongoing athletic events and league use.
5. Administration & Post-Event Reconciliation
   • Invoicing: Process final billing, assess any post-event damage fees, and handle payments in coordination with the finance department.
   • Evaluation: Gather client feedback to continually improve event operations, room turnover efficiency, and guest satisfaction.

Qualifications

• Experience: 3+ years of experience in event coordinating, venue rentals, hospitality, or recreation management. Experience handling athletics facilities or multi-room conference setups is highly preferred.
• Interpersonal Skills: Outstanding customer service and conflict-resolution skills. Ability to work professionally with corporate executives, sports coaches, and community volunteers alike.
• Logistical Mindset: Strong spatial awareness and organizational skills to visualize event setups and coordinate room breakdown workflows.
• Technical Savvy: Proficiency with venue booking platforms (e.g., Tripleseat, Event Temple), shared calendar systems, and basic digital AV operations.
• Physical Requirements: Ability to stand and walk for extended periods during events and lift or move up to 40 lbs (event tables, chairs, court gear) when necessary.

Compensation & Benefits

• Salary Range: $50K - $60K (Dependent on experience)
• Bonus: Potential for commissioned-based bonus depending on performance.
• Benefits: We offer a negotiable stipend towards healthcare costs, recognizing that needs vary by individual