Job Description

Job Title: NWTEC Rental CoordinatorWage/Hour Status:ExemptReports to: Director of Facility ServicesPay Grade:DO 9 � 261 DaysDept./School:Plant MaintenanceDate Revised:October 18, 2023

Primary Purpose:

Work closely with all departments to schedule and administer facility rentals at the Nancy E. Watten Technology & Events Center. The position will coordinate with renters and contractors, sponsors, volunteers, community partners, and staff to ensure each event runs smoothly and efficiently and that the rental is not disruptive in any way with the educational process in the district.

QUALIFICATIONS:

Education/Certification

• Bachelor's degree in hospitality and events management, communications, public relations, marketing, or a related field preferred

Special Knowledge/Skills:

• A valid Texas Driver's License is required
• Office and business policies, procedures, and practices
• Negotiation and problem-solving methods, techniques, and practices
• Applicable local, State, and Federal laws, codes, ordinances, and regulations
• Excellent written and oral communication skills
• Intermediate to advanced experience with Microsoft Excel with the ability to manipulate data
• Ability to work flexible hours and travel for business as needed
• Public relations outreach experience is preferred
• Proficiency with computers, including Microsoft Office and the internet
• Proficiency with technology and A/V presentation platforms, specifically Crestron and Extron electronics
• Ability to keep and maintain accurate records
• Ability to work in a fast-paced environment, able to analyze situations, responding quickly to deliver effective solutions
• Ability to establish and maintain effective working relationships with co-workers

Preferred Experience:

• Two (2) years of experience developing, organizing, and executing large-scale initiatives

MAJOR RESPONSIBILITIES AND DUTIES:

• Coordinate the use of facility for internal CFBISD rentals � examples include meetings, receptions, parties, award ceremonies, etc. � and ensure these events meet client expectations.
• Meet regularly and maintain open communication with those who need to be involved in the planning process and provide timely notification of necessary changes
• Work cross-functionally with other CFBISD departments, providing special events expertise as required
• Support the development of special event policies and create facility rental guides and promotional materials in conjunction with CFBISD Communications Department
• Plan for the safety of visitors, staff, exhibits, collections and facilities by following and enforcing all related policies and procedures in the planning and execution of events
• Maintaining a detailed schedule of events
• Develop a process to manage, track, and report rental payments
• Publish an event listing of events to other CFBISD departments as needed.
• Update contact information for all renters to keep CFBISD departments informed of the status and updates or alterations to rental schedules and needed services
• Manage rental communication regarding events, such, event detail modifications, other CFBISD contacts, and general questions
• Collect invoices and verify accuracy; ensure all event expenditures are within budgeted allowances
• Prepare, distribute and process applications for rentals and services and ensure payment is received for all services
• Ensure all renters understand and adhere to CFBISD requirements and expectations and if needed; prepare pre-rental packages for renters
• Develop, review, and approve content for websites, social media, and facilities rental marketing materials
• Will work and collaborate with other areas throughout the District
• Other duties as assigned

Travel Requirements

• Routine schedule is 40 hours per week, Monday through Friday. Schedule may be modified if department needs arise
• Must be available to work nights, weekends, and holidays for events as necessary
• Traveling within the district on as needed basis

Physical Demands and Working Environment

• Work is performed in a standard office environment and at various venues
• Employee will need to be able to work in outdoor weather conditions for extended periods of time

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including personal computer and peripherals, technology and A/V presentation platforms

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of a mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 50 pounds)

Environment: May work prolonged or irregular hours indoors in an air-conditioned facility but may also include exposure to outside weather conditions

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. This job is not an employment agreement or contract. The Administration has the exclusive right to alter this job description at any time without notice.

Approved by:Chris MooreDate:10/20/2023Reviewed by:Dr. Randy DavisDate:10/20/2023