Rental Administrator

Job Description:

The Murchison Foundation operates the Murchison Centre in Charlottetown, providing accessible rental space for a wide range of community, private, corporate and recreational events. The Centre hosts meetings, conferences, celebrations, community programs, bingo and other events throughout the year. The Murchison Foundation is seeking a motivated and organized individual to work as a Rental Administrator. This is a contract position until March 31, 2027, with the possibility of extension. The position is currently in a period of transition, and the successful candidate will play an important role in supporting the ongoing rental operations of the Murchison Centre. This position is compensated based on hours worked/on site, rather than a set weekly schedule. Hours will vary depending on the Centre’s rental schedule and may include event setup, event attendance, tear-down and administrative/on-call work. Salary of the position is $19.50 – $22.00/hour.

Job Summary: The Rental Administrator is responsible for coordinating rentals and supporting clients before, during and after events.

Duties will include:

Event Set-Up and Tear-Down

• Move and arrange tables and chairs according to event requirements
• Set up dividing walls, pipe and drape, curtains and other room requirements
• Set up presenter tables, podiums, flipcharts and other event equipment
• Set up beverage, snack and catering tables as required
• Place tablecloths on appropriate tables
• Set up and test projector screens, connection cables, microphones and sound equipment as required Rental Attendant
• Welcome clients and assist with getting presenters and event organizers set up
• Connect client devices to Centre equipment and provide basic A/V assistance
• Adjust A/V equipment as required during events
• Assist with beverages, snacks and other client provisions
• Complete rental usage sheets
• Monitor and restock canteen and event supplies
• Check and tidy washrooms as required
• Maintain cleanliness of rental areas between janitorial visits
• Empty garbage and maintain event areas
• Maintain lobby signage
• Clean kitchen areas, coffee pots, trays and other rental equipment
• Restock paper products, soap, sanitizer and other supplies
• Ensure entrances and exits remain clear of snow, ice and debris
• Set up beverage service areas and stock event refrigerators as required

Administration and Client Service
• Review and respond to new rental inquiries and form submissions
• Review event requirements, including layouts, numbers and timing, before confirming rentals
• Arrange and facilitate site visits and client meetings when required
• Respond to client phone calls and emails
• Monitor the website and online chat
• Follow up with clients prior to events to confirm details
• Coordinate with event facilitators regarding catering, A/V and other event requirements
• Maintain the rental calendar and event information for website publication • Maintain event setup notes and diagrams
• Prepare estimates and invoices as required
• Update website information
• Ensure the rental binder and forms are current
• Liaise with the Operations Manager regarding event requirements and facility contractors
• Complete software and A/V updates as required

Requirements:

– Education: High school diploma or equivalent

– Experience:

• Experience in customer service, event coordination, facility operations or administration is considered an asset
• Experience working with the public and providing customer service
• Experience working with event setup or facility rentals is considered an asset

Key Skills and Abilities:

• Excellent verbal and written communication skills
• Strong organizational and time management skills
• Ability to work independently with minimal supervision
• Ability to multitask and respond to changing event requirements
• Strong customer service skills and a professional, friendly approach
• Ability to work collaboratively with clients, contractors, event facilitators and the Operations Manager
• Comfortable performing hands-on physical work, including moving tables and chairs
• Basic troubleshooting and problem-solving skills
• Comfortable working with computers and common office software
• Working knowledge of Microsoft Word, Excel and OneDrive
• Familiarity with Wix and Canva is considered an asset
• Basic knowledge of audio/visual equipment and software is considered an asset
• Ability to maintain confidentiality and handle client information appropriately
• Reliable and flexible, with the ability to work varying hours based on rental requirements

Other Requirements:
• Ability to lift, move and arrange tables, chairs and other event equipment up to 30 lbs.
• Ability to work early mornings, evenings and weekends when required
• A satisfactory and current criminal records check

Hours of Work:

Hours will vary based on the Murchison Centre rental schedule. This is an on-call, hours-worked position, with compensation based on the hours worked/on site.

For example, a day may involve event setup from 7:00 a.m. to noon, assisting with an event from 1:00 p.m. to 3:00 p.m., and returning later to complete setup for an evening event. Administrative responsibilities may also be completed as required outside of scheduled events.

The successful candidate must have flexibility to accommodate varying event schedules, including evenings and weekends.

Contract: This is a contract position until March 31, 2027, with the possibility of extension.

Interested candidates: Interested candidates should apply with their resume and covering letter by applying below.

The Murchison Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other recruitment activities, please advise when submitting your application.

This job will be advertised until the position is filled. We thank all applicants who apply, however only those selected for an interview will be contacted.

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