Administrative Assistant - Facility Rentals

The Administrative Assistant - Facility Rentals provides administrative and customer service support for internal and external facility rental operations. This position serves as the primary point of contact for rental inquiries, event scheduling, and coordination across multiple City facilities. The role ensures accurate processing of rental contracts, payments, and communications while maintaining strong relationships with departments and the public. The purpose of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. Serve as the primary point of contact for facility rental requests from the public and City departments. Manage scheduling, bookings, and contracts for the Civic Center, Recreation Center, and other City rental facilities. Provide event coordination to ensure setups, equipment, and staffing are appropriately arranged. Process rental applications, receive payments, issue receipts, and prepare event packages for staff. Coordinate setup needs and rental schedules with the Facilities Services Supervisor and custodial team. Prepare, organize, and maintain department records, files, and reports related to rentals. Assist with budget tracking, purchasing, and Tyler P-card reconciliation. Maintain department calendars, schedule meetings, and provide administrative support to department management. Compose and prepare correspondence, reports, and memos using Microsoft Office Suite and other departmental software. Greet and assist visitors and callers in a professional manner, ensuring positive customer service interactions. Maintain confidentiality of records, contracts, and payment information. Perform other duties as assigned. High school diploma or GED required At least three (3) years of experience in administrative support, customer service, or event coordination.

Preferred:

Associate degree in Business Administration or a related field. Local government or facility operations experience. Knowledge Knowledge of rental coordination, event scheduling, and office administration procedures. Knowledge of customer service practices and public interaction standards. Knowledge of basic recordkeeping, contract processing, and payment procedures. Skills Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and related departmental software. Strong organizational and communication skills, both written and verbal. Skill in handling sensitive information with professionalism and discretion. Strong attention to detail and accuracy in processing documents, contracts, and payments. Skill in coordinating schedules, managing multiple tasks, and maintaining organized records. Abilities Ability to multitask, manage deadlines, and provide excellent customer service. Ability to work independently and collaboratively in a team environment. Ability to communicate effectively with the public, staff, and other departments. Ability to maintain accuracy while handling multiple priorities and interruptions.

Physical Requirements and Work Environment:

Tasks involve light physical effort and may include lifting, carrying, pushing, and/or pulling objects up to 25 pounds. Duties may require extended periods at a computer workstation, as well as visual and auditory acuity for communication and document processing. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.