Facility Rentals & Tournament Coordinator

Westtown School seeks a part-time Facility Rentals & Tournament Coordinator to manage all aspects of the school's auxiliary rentals and athletic tournaments. This role is ideal for a highly organized, detail-oriented professional who is committed to excellent customer service and enjoys working collaboratively across multiple departments.

Reporting to the Director of Auxiliary Programs, the Facility Rentals & Tournament Coordinator will manage rental inquiries, scheduling, and client relations, while also supporting athletic tournaments and special events. The Coordinator will work 30 hours per week, with flexibility to cover some evenings and weekends for on-site event oversight. The role may allow for some remote work flexibility and is a year-round position with eligibility for health and dental benefits.

Westtown School is an independent Quaker pre-K to 12, college preparatory day and boarding school located in suburban West Chester, PA, approximately 30 miles from Philadelphia.  Situated on a beautiful 600-acre campus, Westtown offers state-of-the-art facilities where our committed faculty and staff inspire and prepare our students to be stewards and leaders of a better world.

Essential Responsibilities

• Serve as the primary point of contact for all rental inquiries, guiding clients from initial interest through final booking;

• Establish rental agreements, process contracts and certificates of insurance, collect payments, and maintain accurate financial and booking records;

• Conduct in-person facility tours for potential clients;

• Coordinate with facilities, housekeeping, dining services, and other departments to ensure readiness and support for events;

• Implement and manage a comprehensive scheduling system to prevent conflicts and maximize facility usage;

• Schedule and oversee auxiliary rental staff for all events;

• Design and implement pricing strategies to maximize revenue while remaining competitive;

• Ensure compliance with all relevant regulations, insurance requirements, and school policies;

• Manage logistics with participants, officials, vendors, and volunteers;

• Provide professional on-site support, addressing and resolving client needs promptly;

• Plan and coordinate tournaments, leagues, and special events from conception to completion;

• Maintain an accurate inventory of rental and tournament equipment;

• Ensure all facilities consistently meet safety standards.

Qualifications

• Bachelor's degree in Sports Management, Recreation Administration, or related field preferred

• A minimum of two years of hands-on experience in event planning, sports administration, or facility management, with a track record of superior customer service

• Strong organizational and multitasking abilities

• Excellent interpersonal and written communication skills

• Proven ability to build positive client relationships and manage logistics effectively

• Proficiency with scheduling software and Google Workspace

• Knowledge of relevant sports rules and tournament formats

• Must be willing and able to work evening and weekend hours

• Flexibility to work some holidays, as needed.

Physical Requirements

• Ability to stand and walk for extended periods

• Possession of a valid driver's license and the ability to operate a golf cart

• Occasional lifting up to 30 pounds

• Indoor and outdoor work in varying weather conditions

For additional information about Westtown School and to explore current career opportunities, please visit our website westtown.edu/careers. To apply, please submit a resume, cover letter, and three professional references via the specific job posting on our staff employment portal.