Rentals Coordinator (80926)

POSITION SUMMARY 

The Rentals Coordinator, reporting to the Senior Director of Administration, is responsible for the oversight of Asphalt Green’s robust rental business. This position will be the primary point of contact for all external rental clients and partners, while providing superb rental experiences at both our Upper East Side (UES) and Battery Park City (BPC) locations.   

This role exercises independent judgment in coordinating rental operations, managing client relationships, and supporting revenue generating activities across multiple campuses.  

The Rentals Coordinator collaborates closely with internal departments to ensure smooth execution of rentals, accurate documentation, and operational readiness. This is a professional, service-oriented role that supports the Operations department through effective coordination, communication, and operational decision-making.  

This role is in-person 3-4 days/week with opportunities for remote work 1-2 days/week. This role requires schedule flexibility, including occasional evenings and weekends, with autonomy to manage work hours accordingly. Certain rental events may require the Rentals Coordinator to be on site for the duration of the event. 

CORE RESPONSIBILITIES 

Administrative & Operational Oversight 

• Oversee the coordination and execution of facility and pool rentals for both Asphalt Green Upper East Side and Battery Park City locations.  

• Serve as primary contact for all rental requests, (including rentals inbox) maintaining long-term client relationships.  

• Author and maintain digital records of client contracts, service agreements, and invoices.  

• Ensure accurate and timely updates to rental schedules, contracts, and amendments within the rentals management system (Salesforce).  

• Develop, document, and maintain standard operating procedures (SOPs) related to facility rentals.  

• Coordinate with Operations and Facilities teams to ensure operational needs are met and client expectations are exceeded.   

• Collaborate with Operations and Finance to support accurate billing, vendor account coordination, and rental payment tracking.  

• Maintain and publish facility use calendars for Asphalt Green members and public.  

• Contribute to annual budget development and rental revenue forecasting.  

Client Sales & Relationship Management 

• Proactively identify and assess potential rental partnerships and program expansion opportunities that align with Asphalt Green's mission and strategic goals.  

• Support new business development efforts with local partners, schools, and organizations.  

• Respond to all rental inquiries in a timely, professional, and service-oriented manner.  

• Maintain strong relationships with rental partners to identify opportunities for repeat business and growth.   

Scheduling, Staffing & Logistics 

• Ensure scheduling and facility usage requirements are met for Endowment schools and other internal partners.  

• Analyze facility and space utilization to provide recommendations to Senior Director of Administration.  

• Oversee scheduling, assignments, and payroll coordination for select part-time rental staff.  

• Collaborate with Operations to coordinate proper facility, field, and pool set-ups. Arrange scoreboard functionality and logistics for gamedays and swim meets as needed.  

• Oversee operation of Battery Park City Commercial Kitchen, ensuring compliance with Department of Health regulations and permitting requirements.  

• 1-3 years of experience in facility rentals, event coordination, and/or facility management.  

• Strong organizational and time management skills, with the ability to prioritize and execute effectively in a multi-site environment.  

• Excellent verbal and written communication skills; customer service-focused approach.  

• Detail-oriented with a high level of accuracy and follow-through.  

• Ability to work collaboratively across departments and with external partners.  

• Proficiency with Microsoft 365, especially Excel and Word.  

• Preferred experience using operations, scheduling, or CRM systems (e.g., Salesforce, Service Echo, Wrike).  

• 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. 

Salary : $60,000 - $70,000