Site Coordinator - Rental & Events (Seasonal, Internal Only)

SITE COORDINATOR - RENTAL & EVENTS (Seasonal)

Part-time (20-24.75 hours/week), non-benefitted, nonexempt, non-represented position. 

APPLICATION CLOSING DATE: 

Open to internal applicants only through 5pm on 11/24/2025. 

Anticipated start date of 12/15/2025.

JOB DESCRIPTION:

General Statement of Duties: Plans, organizes, implements, promotes, and oversees program activities for rentals and events. Ensures health and safety of participants, enforces facility and district rules, and does related work as required.

Distinguishing Features of The Class: An employee in this classification is responsible for the day-to-day operations of rentals and events held at various locations. The Site Coordinator holds ultimate responsibility for the safety of all the participants and program staff on site. Work is performed under the supervision of the Rentals and Events Supervisor who reviews work primarily on the basis of results attained, feedback from participants and renters and direct observation. Supervision is not normally a responsibility of positions in this classification. However, as the lead worker at the site, incumbents may be responsible for overseeing the work of designated staff and volunteers working at the program site.

Examples Of Essential Duties Performed: (Illustrative only. Any single position of a class will not necessarily involve all of the duties listed, and many positions will involve duties that are not listed.)

• Plan, schedule, and lead rental and events activities, ensuring that all renters and community members follow facility rules.
• Act as lead worker to assigned staff and volunteers, which may include assigning and reviewing work, putting together the schedule of working hours, program specific training, providing input to performance evaluations, assisting in the recruitment of site staff, and providing work assistance as required.
• Monitor for facility and district rule compliance during rentals and events. Assist site staff in rule enforcement, response, and de-escalation as necessary.
  
• Maintain and submit all appropriate records related to programs and activities, including daily site logs, incident reports, site observations. 
• Coordinate with all staff and renters to ensure that day-to-day responsibilities and expectations are being met. This includes positioning of event load in and out, staff and volunteer assignments, rental space coordination and maintaining records.
• Respond to a variety of questions, concerns, and/or complaints from participants, renters, district staff, and the general public. 
• Establish and maintain communication with direct supervisor, site staff, facility front desk, community partners, vendors, and renters.
• Act as on-site contact to handle transitions, emergency situations, room schedules, and facility concerns related to events and rentals programs.
• Attend all staff meetings and training as requested.
• Administer First Aid/CPR and respond to emergencies as required.
• Order, purchase, and organize necessary supplies and deliver necessary supplies to rental sites. 
• Perform other work-related duties as required. 

DESIRABLE QUALIFICATIONS:

Knowledge: Basic knowledge of program registration and facility rentals; basic knowledge of mathematics; ability to use registration software; knowledge of facility operations and maintenance procedures. 

Skills: The administration of basic First Aid and CPR. Ability to maintain extended periods of activity. Provide excellent customer service with the public. Experience developing and delivering training related to Rentals and Events set up and take down, and mentoring and coaching peers within a team environment. Effectively communicate rules and procedures to renters and community members. Familiarity with basic computer operations and software including Microsoft Word and e-mail.

Abilities: Effective written and verbal communication; work successfully with renters, volunteers, and staff. Strong interpersonal communication skills and ability to contribute as a team member in a fast-paced, diverse work environment. Work independently with limited onsite supervision and part of a team, respond calmly and effectively in emergency situations. Deal effectively with behavioral problems. Ability to exhibit problem solving skills. Assign and review the work of others, maintain records, and prepare accurate reports. Clearly communicate directions and instructions both verbally and by demonstration, work successfully and with sensitivity with renters, community members and staff. 

Minimum Experience And Training: One year of coursework in Hospitality, Event Management, Athletic Management,  Recreation, or a related associate’s degree, and two years of experience in events, rentals, or customer service in a community, athletic, or recreation center, including experience with on-site organizational responsibilities; or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and ability to perform the above-described duties.

Preferred Experience and Training: Two years of coursework in Hospitality, Event Management, Athletic Management,  Recreation, and a related associate or bachelor's degree, and three years of experience in events, rentals, or customer service in a community, athletic, or recreation center, including experience with on-site organizational responsibilities. 

Physical Demands of The Position: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility including the ability to move materials weighing up to 40 pounds on a regular basis such as boxes/bags of activity materials. Manual dexterity and coordination are required over 75% of the work period while working. The employee will likely spend over 50% of the work period outdoors, which means exposure to heat in summer and cold in winter is likely. Daily standing, walking, and sitting for prolonged periods of time can also be expected. Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation.  Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to the disability and the ability of the hiring department to accommodate the limitation.

Personal Protective Equipment: Nitrile gloves for the administration of First Aid. 

Necessary Special Requirements: Possession of or ability to obtain current First Aid and CPR certificates; possession of or ability to obtain an Oregon Food Handler Permit; possession of or ability to obtain a valid Oregon driver license. Because this job is considered safety sensitive, a drug screen test and criminal background check will be required prior to employment. 

ADDITIONAL INFORMATION: 

Hours/Shift

Variable schedule, including primarily evenings and weekends. 

Drug Free Workplace

This job is considered safety sensitive; therefore, a drug screen test and criminal background check will be required prior to employment.

Oregon Pay Equity 

Willamalane Park and Recreation District determines starting pay based on the applicant's relevant education, experience and training within the wage and salary range for the position. This process is consistent with Oregon pay equity laws. 

Equal Opportunity Employer

BENEFITS: 

• Paid sick leave beginning with date of hire, 1 hour accrual for every 30 hours worked. Part-time staff may use sick leave beginning on their 91st day of employment. 
• Annual cost of living increase (up to 4% as approved by the Board). 
• Additional $1/hour increase upon successful completion of a Spanish competency test. 
• Retirement benefits after completing probationary period.
• Voluntary deferred compensation and flexible spending programs.
• Discount on selected childcare programs (see Policy Manual for restrictions).
• 25-percent discount on certain recreation programs.
• Free use of pools for lap and play swim for employee and family. 
• Free use of fitness center for employee and family.
• Free Wellness programs for employee.
• Automatic payroll deduction for union membership dues.
• Payroll direct deposit is available.
  

Salary : $20 - $26