Facility Rentals Coordinator

ARIZONA HISTORICAL SOCIETY The Arizona Historical Society is a nonprofit organization and state agency established in 1864.
AHS connects people through the power of Arizona’s history.
AHS collects, preserves, and tells the story of Arizona’s past through museum exhibitions, libraries and archives, historic sites, educational programs, and the Journal of Arizona History.
AHS seeks to be the driving force strengthening Arizona’s communities by promoting history through leadership, partnership, and scholarship.
Facility Rentals Coordinator Job Location: Arizona Heritage Center - 1300 North College Avenue Tempe, Arizona, 85288 Posting Details: Salary: $21.
00 Grade: 19 Position will remain open until filled Job Summary: This position is directly responsible for the Facility Rental Agreements for the Arizona Heritage Center.
Ensuring the appropriate polices, rules and regulations are followed; Duties include establishing relationships with potential clients, engaging in facility tours, negotiating agreements establishing timelines; tracking, invoicing, and collecting funds.
This position will coordinate with vendors including bartenders, temporary workers, security staff, musicians, etc.
for special events and provide information regarding required licensing.
This position will monitor temporary worker hours, tracking and approval for same.
Input floor plans, seating charts, and rental agreement information within the assigned dedicated system properly and in a timely manner.
Ensuring invoiced payments and deposits are tracked within the POS system properly.
This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.
Job Duties: • Manage facility rentals, ensuring all appropriate paperwork is completed and tracked appropriately • Handle customer inquiries regarding venues and spaces including providing tours, and communicating verbally, and in writing • Write up lease agreements for special events and rentals, provide floor plans, submit invoices, and manage deposits and tracking of the same • Reconciliation and submission of Facility rental attendance and financial information • Provide reports as requested • Attend community events for networking and developing new clientele to promote facility rentals and enhance maintain and grow community partnerships • Train temporary workers and security as required • Responsible for the set-up and tear-down of events or special functions with or without assistance from internal staff • Work closely with assigned staff to ensure events run smoothly and ensure client satisfaction Knowledge, Skills & Abilities (KSAs): Knowledge: • Working knowledge of state procurement and accounting policies • Best customer service practices • Basic accounting practices • Best practices for handling food and alcohol Skills: • Written and Oral Communications • Customer Service, including dealing with the public, demonstrating tact, discretion, and resourcefulness • Collecting, organizing, and reporting data • Performing varied and complex administrative tasks, accounting, multiple software and hardware capabilities to include word processing, database building, and management, creating and tracking spreadsheets, reports, and forms Abilities: • Ability to use multiple types of hardware and software programs • Collaborate with various teams • Delegate appropriately to Temporary workers and volunteers • Coordinate and track complex tasks and manage multiple projects Selective Preference(s): • Bachelor's Degree in Hospitality Management or equivalent Pre-Employment Requirements: • Valid Arizona Driver's License If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.
Benefits: The State of Arizona offers a comprehensive benefits package to include: • Sick leave • Retirement plan • Health and dental insurance • Vacation with 10 paid holidays per year • Life insurance and long-term disability insurance • Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance • • For a complete list of benefits provided by The State of Arizona, please visit our benefits page Retirement: • Positions in this classification participate in the Arizona State Retirement System (ASRS) • Please note, enrollment eligibility will become effective after 27 weeks of employment Contact Us: • If you have any questions please feel free to contact Brian Westerberg at brian.
westerberg@azdoa.
gov