Rental Manager

ESSENTIAL FUNCTIONS:

Marketing & Sales Support:

  • Serve as the internal contact/liaison for external rental clients. Manage COCA’s email account and respond in a timely fashion to determine scope and appropriateness of all rental requests.  Determine availability of spaces using ActiveNet scheduling system and COCA’s Master Schedule.
  • Work with COCA’s Marketing Department to create marketing materials and sales strategies to meet revenue goals. This includes coordinating email blasts, newsletters, researching new clients and organizing marketing events.
  • Work collaboratively with COCA’s Development Department to plan and execute donor rental events.
  • Schedule internal and external meetings with rental clients, COCA Staff, and vendors, as needed.
  • Meet with potential clients to fully understand the scope of their event. Develop a preliminary quote and execute a contract for space rental and services.
  • Execute invoices and process payments through ActiveNet system.
  • Follow-up with rental clients to collect feedback of their rental experience. Track feedback and determine areas for improvement.

Administrative:

  • Manage annual budget for COCA’s rental program.
  • Develop timely reports on rental bookings, revenue projections, etc. Present data to Staff and Board, as required.
  • Book rentals and associated fees using ActiveNet scheduling system.
  • Create a “run of show” schedule and setup diagrams for rental events and distribute to event/production staff.
  • Work with COCA’s Box Office when ticketing is required. Coordinate delivery of Box Office sales, as needed.
  • Work collaboratively with COCA’s Production Staff with regard to staffing production related rentals, and budgeting for production related resources and expenses, as needed. (House Managers, Event Crew).
  • Work collaboratively with COCA’s Operations Staff with regard to staffing events outside theatre spaces, and scheduling use of non-production related equipment. (Scheduling Set-ups/Tear-downs, Porters).
  • Connect rental clients with preferred vendors, as needed (equipment rentals, catering, valet, etc.).
  • Manage delivery and pickup of any goods or services pertaining to rental events.

Essential Skills, Qualifications and Requirements:

  • Bachelor’s degree preferred.
  • Demonstrated ability to build and develop relationships.
  • Significant customer-oriented experience.
  • Ability and willingness to work a flexible schedule, including days, evenings, nights, and weekends.
  • Must have organizational skills, able to multi-task, be self-motivated, and able to work independently to meet deadlines.
  • Ability to keep track of the large number of details involved in the successful execution of events.
  • Knowledge of equipment, set-up and tear down for meetings, dinner events, etc.
  • Excellent problem solving and customer relations skills.
  • Ability to maintain effective client communications in pressure situations.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to direct and manage other staff operations in delivering diverse facility services.
  • Proficient in Microsoft Office – Outlook, Word, Excel.
  • Willingness to take on administrative/operational tasks as needed.

Physical Requirements:

  • Ability to lift, carry and move at least 20lbs
  • Ability to walk, stand and sit for periods of time
  • Ability to navigate stairs

To Apply:
Please submit cover letter, resume to jobs@cocastl.org using “Rentals Manager” in the subject line. Applications will be accepted until the position is filled. This position is part-time, hourly, and requires primarily weekends and evening availability, though some daytime calls are required.