Events and Rentals Coordinator

Asphalt Green is looking to hire an Events and Rentals Coordinator who will be situated at the Major Owens Community Center (MOCC).  The site, which is operated by Asphalt Green, is located in Brooklyn's vibrant Crown Heights neighborhood (1561 Bedford Ave).  It serves as a cornerstone for community engagement, creativity, and growth. The center offers a variety of programs, from dance classes to cultural events, bringing people together in a dynamic and welcoming environment.

The Events and Rentals Coordinator is employed by Asphalt Green and reports to the Asphalt Green Manager of Operations and Community Affairs.  The coordinator supports all aspects of facility events and rentals, including those organized by external parties. This role provides a unique opportunity to leverage strong planning, scheduling, and sales skills to promote and rent out various on-site spaces to sports organizations, corporate event planners, college sports teams, and families.

This position requires a motivated, self-starter with exceptional communication skills, attention to detail, and the ability to foster effective relationships within the community.

Responsibilities

• Promote rental spaces: Actively seek out and engage potential clients, including sports organizations, corporate clients, college teams, and private individuals, for space rentals.

• Conduct facility tours: Provide prospective clients with tours of the facility, showcasing available spaces and explaining the amenities and services provided.

• Sales and client relations: Utilize strong sales techniques to convert inquiries into bookings, ensuring all client needs are met and expectations are exceeded.

• Manage event and rental bookings: Oversee the scheduling, coordination, and execution of events and facility rentals, ensuring a seamless experience for clients.

• Support vendors and tenants: Serve as the primary point of contact for both external vendors and tenants, assisting them with logistics, technical needs, and event coordination.

• Collaborate with internal teams: Work closely with other departments and property managers to ensure that all event and rental needs are met and that spaces are properly maintained and prepared for events in a timely manner. 

• Financial: Ensure necessary invoices have been received and permits obtained for events.

• Coordinate event logistics: Work with renters to handle related logistics such as equipment setup, catering, and technical support as needed for events.

• Maintain event records and documentation: Keep detailed records of bookings, contracts, payments, and client communications to ensure accurate billing and follow-up.

• Foster community relationships: Develop and maintain relationships with local organizations and individuals to attract new rental clients and increase community involvement.

• 1-3 years of experience in event coordination, facility rentals, or a related field.

• Exceptional sales skills, with the ability to convert inquiries into confirmed bookings.

• Excellent communication skills, both written and verbal, with the ability to interact effectively with clients, vendors, and internal teams.

• Strong organizational skills and the ability to manage multiple tasks and bookings simultaneously.

• Attention to detail and the ability to ensure high customer satisfaction throughout the event planning and execution process.

• Customer-focused mindset with a proactive approach to resolving issues and meeting client needs.

• Ability to build and maintain strong relationships with clients, vendors, and community partners.

• Basic knowledge of event management software (e.g., EZ Facility, Salesforce, or similar systems) preferred or willing to learn.

• Ability to work independently and take initiative while being part of a team.