Job Description

Job Location: Major R. Owens Health and Wellness Community Center - Brooklyn, NY 11225
Position Type: Full Time
Salary Range: $50,000.00 - $60,000.00 Salary/year
Job Category: NonprofitPOSITION SUMMARY
The Rentals Coordinator supports the Managing Director and center leadership team by coordinating administrative processes related to rentals, events, and day-to-day operations at the Major Owens Community Center.
This role focuses on execution, documentation, and communication, ensuring that client-facing processes and internal coordination run smoothly. The Rentals Coordinator plays a key support role across teams by maintaining accurate records, assisting with scheduling, and facilitating communication between clients, vendors, and internal staff.
This position is detail-oriented, highly organized, and responsive in a fast-paced, multi-stakeholder environment.
This role is in-person 5 days/week. This role requires schedule flexibility, including occasional evenings and weekends, based on center needs and events.
CORE RESPONSIBILITIES
Administrative Support
- Supports preparation, distribution, and tracking of rental and event agreements
- Communicates with clients to collect required documentation, including COIs and payment information
- Maintains accurate and organized records for all rentals and events
- Documents client needs and communicates details to internal teams to support execution
- Assists with scheduling and coordination of facility tours for prospective clients
- Provides administrative support for event execution as needed, including occasional evenings and weekends
Scheduling & Systems Maintenance
- Maintains accurate reservations in EZ Facility and related systems
- Updates scheduling and documentation across teams to ensure alignment
- Supports coordination efforts by flagging potential scheduling conflicts for leadership review
Accounts Receivable & Financial Support
- Supports Accounts Receivable processes for rentals and events
- Tracks outstanding balances and assists with follow-up communications
- Maintains records related to financial transactions and client payments
Manager on Duty
- Serves as Manager on Duty, as assigned
- Provides on-site coordination support during assigned shifts, ensuring basic operational continuity
- Escalates facility, safety, or client concerns to appropriate leadership as needed

Qualifications
- 3 years of relevant administrative, scheduling, or rentals experience
- Strong organizational and time management skills
- Excellent communication and customer service approach
- High attention to detail and follow through
- Ability to work cross functionally
- Comfortable in fast paced environment
- Proficiency in Microsoft Office; experience with CRM systems preferred
- Willingness to work nights and weekends as needed
- 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.