Facility Rental & Events Coordinator en Township of Upper St Clair

POSITION SUMMARY

Reporting to the Marketing and Membership Services Supervisor, the Facility Rental & Events Coordinator oversees all aspects of the facility rental process at the Upper St. Clair Community Recreation Center. This position serves as the primary point of contact for rental inquiries, manages event scheduling and documentation, ensures smooth and positive experience for guests, and provides supervision to event attendant staff.

The Upper St. Clair Community Recreation Center offers members and guests a wide variety of recreation opportunities, including fitness and aquatic programs, youth and older adult activities, summer camps, and more. Facility rentals for social gatherings, meetings, and business events have become an important extension of these services—enhancing the Center’s role as a valued resource for both Upper St. Clair residents and the surrounding community.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the primary point of contact for members and prospective renters, providing professional and enthusiastic customer service in person, by phone, and via email.
• Manage the full rental process, including contract entry, scheduling, date or status changes, cancellations, and processing deposits.
• Hire, supervise, schedule, and support event attendant staff to ensure quality service and efficient event operations.
• Maintain and regularly update rental request logs, permits, and related documentation.
• Inspect event spaces prior to each function to verify cleanliness, proper setup, and signage placement.
• Conduct post-event walkthroughs to assess condition, report damage, and complete necessary maintenance forms.
• Provide on-site support during events as needed to ensure smooth operations and a high level of guest satisfaction.
• Coordinate with Maintenance and Cleaning staff for event setup, breakdown, and cleanup as required.
• Assist with planning, organizing, and supporting Recreation Department events.

QUALIFICATIONS

Knowledge and Abilities

• Demonstrated experience in event planning, coordination, or facility management.
• Strong commitment to customer service and proven leadership ability.
• Working knowledge of office management practices, scheduling systems, and workflow organization.
• Ability to build and maintain positive relationships with patrons, colleagues, Township staff, and the public.
• Proficiency with computer applications, databases, and scheduling software.
• Ability to quickly learn and adapt to the department’s automation systems and processes.
• Strong written and verbal communication skills.
• Ability to accurately interpret, analyze, and maintain various records and reports.
• Skilled in the safe and effective operation of standard office and event equipment.
• Must be able to work on-site during scheduled hours, as this role requires in-person collaboration and access to office resources.

Experience and Training

• Bachelor’s degree in a related field preferred.
• Experience in event management, coordination, or sales is strongly desired.
• Proven ability to demonstrate exceptional organization, communication, customer service, and leadership skills.

TOOLS AND EQUIPMENT

• Membership automation system; personal computer, including word processing and database.
• Telephone, copier, fax machine and calculator.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed in both office and field environments.
• Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, equipment, or controls; and reach with hands and arms.
• Occasional lifting of up to up to 25 pounds.
• Vision abilities must include close, distance, color, and peripheral vision, as well as depth perception, and focus adjustment.

WORK ENVIRONMENT

• The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Often noisy with frequent activity from members, sports programs, classes and community events happening simultaneously.
• Office is typically quiet setting with occasional noise and chaos.

SELECTION GUIDELINES

• Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
• The job description does not constitute an employee agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 USC Job Grade 2

Updated October 2025