Job Details

Employment Opportunity

The Rental & Reservation Assistant is responsible for coordinating all facility rentals, reservations, and related logistics for The Well, the City's 111,000-square-foot recreation and wellness center. This position provides exceptional customer service to patrons and community partners by managing the full rental process from inquiry and tour to contract completion and post-event follow-up. The position ensures efficient scheduling of facility spaces for both internal and external use, including programs, private events, and birthday party packages. This role requires a detail-oriented, customer-focused individual capable of managing multiple projects, enforcing contractual agreements, and promoting the City's facilities and programs in a professional manner.

Essential Functions of Work:

Serves as the primary point of contact for rental and reservation inquiries, including phone calls, emails, and walk-in requests.

Conducts facility tours for prospective renters, assisting patrons in selecting the most appropriate space for their event or activity.

Coordinates and schedules facility spaces for rentals, programs, and community use to ensure optimal utilization and minimize conflicts.

Prepares, issues, and tracks rental agreements and supporting documentation; explains terms, conditions, and policies to patrons.

Ensures compliance with all contractual terms, including follow-up communication when necessary.

Works closely with Recreation and Parks staff to communicate event details, room setups, and logistical requirements.

Provides patron with catering information and acts as direct liaison between patron and catering company. Onboards and establishes relationships with new vendors aligning with The Well's vision and Recreation & Parks standards.

Organizes and administers group event offerings such as birthday party packages, symposiums, weddings, etc., including coordinating staffing and facility needs.

Processes rental deposits and payments and maintains accurate financial and scheduling records.

Collaborates with Community Relations to market rental spaces effectively, driving profitability while ensuring alignment with Hilliard's vision and Parks & Recreation objectives.

Provides high-quality customer service and represents the City of Hilliard in a professional and courteous manner.

Performs other related duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of principles and practices of facility scheduling, event coordination, and customer service.

Ability to interpret and apply facility policies, procedures, and rental agreements.

Skill in promoting facility spaces and building positive relationships with customers and community partners.

Ability to manage multiple projects and deadlines with accuracy and professionalism.

Strong written and verbal communication skills.

Ability to work effectively as part of a team and maintain cooperative working relationships with staff, patrons, and vendors.

Current American Red Cross CPR/First Aid/AED certification (training may be provided by employer).

Typical Qualifications:

Bachelor's degree in recreation, hospitality, business administration, or related field preferred.

Minimum of two (2) years of experience in sales, customer service, event coordination, or facility reservations required.

Experience in a municipal or recreation facility environment preferred.

Excellent communication, interpersonal, and problem-solving skills.

Strong organizational skills and attention to detail.

Proficiency with Microsoft Office Suite and facility scheduling or reservation software such as Rec Trac.

Ability to work independently and collaboratively in a fast-paced environment.

Availability to work flexible schedule to accommodate some evenings and weekends as required by facility rentals and events.

Physical Requirements:

Ability to move throughout the facility to conduct tours and oversee setups.

Occasional lifting or moving of materials and equipment up to 25 pounds.

Work is performed in a combination of office and recreation facility environments.

Well Membership: Part-time employees are eligible to enroll in the employee Well membership program. This program allows employees to receive an individual Well membership if they meet the program's quarterly goal.

Retirement Pension: The City contributes 14% monthly toward retirement benefits offered through the Ohio Retirement System (OPERS) and the employee contributes 10%.

Personal Leave: Part-time employees who have worked for a minimum of 1,000 hours during the prior calendar year for the City, shall be eligible for forty (40) hours of paid personal leave each year. Part-time employees who have worked less than 1,000 hours but more than 500 hours in the previous calendar year for the City shall be eligible for twenty-four (24) hours of paid personal leave each year.