Conservatory Rental & Facility Coordinator

Overview:

The Conservatory Rental & Facility Coordinator is a part-time position. We offer competitive compensation, and PTO for part-time employees.

Job Purpose:

The Conservatory Rental & Facility Coordinator is responsible for coordinating rentals and events at the Oak Park Conservatory, serving as the main point of contact for rental clients. The Conservatory Rental & Facility Coordinator is responsible for opening and closing the Conservatory on scheduled days and maintaining a visible presence for visitors at the Oak Park Conservatory.  The Conservatory Rental & Facility Coordinator works on average 4 days a week, including a share of weekend days.

Essential Functions:

• Provides excellent customer service by welcoming visitors & rental customers.  Maintains a positive public image when working with patrons, clients, and vendors.
• Maintains an accurate online daily visitor log for rentals, events, and visitors.
• Open and close the Conservatory to visitors, daily as scheduled.  Process sales maintains a balance in the cash drawer.
• Provides and promotes information on rentals, tours, programs, and events.
• Manages the full rental client experience from initial inquiry through post-event follow-up, ensuring timely communication and high levels of customer satisfaction.
• Creates and manages contracts for rentals.  Supports rental revenue goals through responsible communication and effective booking coordination.
• Communicate policies, procedures, and expectations to vendors; ensure vendor compliance during all rentals and events.
• Schedules rental attendant for rentals and events. Provides event setup and details for rentals.
• Assists clients with event planning when needed.
• Prepares & maintains event rental packet, coordinating details and payment for rentals.
• Serves as on-site lead during select rentals, ensuring smooth execution, addressing issues in real time, and maintaining a high-quality guest experience.
• Participate in Conservatory special events as required by the Director of the Conservatory.
• Assists when needed, setting up for rental events at the Conservatory, maintaining a clean space for visitors and rental customers.

Additional Functions:

• Input and manage programs, events, and online sales in Amilia.
• Collaborate with horticulture and maintenance staff to ensure event spaces meet aesthetic and operational standards.
• Perform other tasks as directed by the Conservatory Director.

Knowledge, Skills, and Work Experience Required:

• High school diploma or GED.
• Experience working in event management, sales, marketing, or in a customer service-oriented position.
• Proficiency with the Microsoft suite.
• Demonstrated ability to present a friendly, welcoming presence, to engage visitors and direct them to Must be highly motivated and able to assume a positive, active customer service role, under potentially stressful conditions.
• Excellent organizational skills; detail oriented.  Experience with project management preferred.
• Strong problem solving skills.
• Strong oral and written communication skills.
• Self-motivation and independent work habits; must be able to perform tasks without supervision.
• Certification in advanced Cardio Pulmonary Resuscitation (CPR), First Aid, and Automated External Defibrillator (AED) within 1 month of employment and keep certification current. The District provides this training.

Work Environment, Physical Demands and Considerations:

• Ability to present ideas and recommendations in a concise manner.
• Ability to understand and carry out verbal and/or written instructions efficiently and to read and understand printed material.
• Ability to operate assigned equipment.
• Ability to effectively interact and communicate well with others.
• Ability to interpret and explain department and District policies and procedures.
• Ability to follow safety guidelines and exercise judgment in all aspects of responsibility.
• Ability to resolve conflict safely, calmly, and effectively.
• Frequent walking, standing, reaching, bending, and climbing stairs.
• Must be able to lift up to 50 lbs.
• Will be exposed to occasional inclement weather, including heat, humidity, cold, rain, snow, ice, and wind.

Hours:

The Oak Park Conservatory is open 6 days a week, excluding Mondays and certain holidays. The Conservatory Rental and Facility Coordinator must be available to work a share of select holidays and weekends.

Customers:

Internal:  Employees of Park District

External:  Patrons of Park District of Oak Park; residents of Oak Park, WSSRA, Partner Organizations including governmental and non-profit groups, and the Oak Park Business Community

This job description is not designed to cover or contain a comprehensive listing of activities, duties, functions or responsibilities that are required of the employee for this job. Duties, functions, activities or responsibilities may change at any time with or without notice.

Salary : $18