Wanted – Hall Coordinator

JOB AD – Queen Mary Park Community League Hall Coordinator

Queen Mary Park Community League is looking for a dynamic person to become our new Hall Coordinator.

General Requirements and Experience

• Great customer service and conflict resolution experience
• Rental sales experience an asset
• Someone who can be at the hall within 15 minutes – reliably – no exceptions.
• Flexible hours – 6 AM to 10 PM
• Confident in dealing with people – customer service orientated.
• Confident using Google Apps and tools and other related Technology
• Basic understanding of Commercial Buildings and their functionality.
• Good financial acumen, receipts, payments – billing etc.
• Good communication skills, verbal and written.
• Records management experience
• Self-starter and good problem solver.

Much of the work can be done remotely with a dedicated QMP Chromebook and Cell phone, however, regular checks of the hall, and with prospective renters will be required.

Hall coordinator also identifies maintenance needs and works with the Board to identify priorities and to source and supervise contractors etc.

This contractor will be paid $25-$35 per hour depending on experience. Typical hours are around 10 hours per week, but can vary depending on hall activity.

To Apply:

E-mail your resume and cover letter to:  president+jobs@queenmarypark.ca 

Full List of Responsibilities

Hall Rental Sales

1. 1. Respond to all rental inquiries in a timely manner.
   2. Book and confirm hall rentals.
   3. Process payments and maintain the point-of-sale debit machine.
   4. Complete all rental checklists and follow procedures, including checking liability insurance, liquor permits, city permits, and damage inspections, and handover of hall keys before and after all rentals.
   5. Be available during events to communicate with renters if there are any questions, or any neighbourhood complaints (noise etc). Call EPS for unruly renters or guests.
   6. Conduct regular bank deposits, keeping records of transactions and share information with the League treasurer.
   7. Candidates must have sales experience, preferably in a rental market.
   8. Must be an excellent communicator.

Customer Service

1. 1. Respond to renter and community league inquiries in a timely manner
   2. Knowledge of community league events in responding to community inquiries is required.
   3. Attention to detail is a must.
   4. May be asked to work community league events.
   5. May be required to interact with unhoused neighbours and conduct appropriate cleaning to prepare the hall for renters. This may require calls to 311 or 911 to address hall, park, and rental issues.

Maintenance Administration

1. 1. Use pre-existing and create hall-related checklists to monitor all areas of the hall, including cleanliness, general maintenance, and the building’s mechanical system.
   2. Coordinate schedules with other hall contractors including regular renters and the community league board.
   3. Basic commercial building knowledge and maintenance needs are a must
   4. Oversee and confirm cleaner timesheets/invoices.
   5. Check and inspect the hall (interior and exterior including BBQ, gazebo, and deck area) daily for renter damages, cleanliness, and mechanical issues. Relay any issues to the board, janitor, or Hall Maintenance Committee.
   6. Request and gather quotes for hall repairs and maintenance.

General Administration

1. 1. Organize and maintain hall rental calendars and rental (CRM) software.
   2. Monitor rentals and info e-mail boxes daily.
   3. Keep appropriate records and monitor all renters and rental contracts.
   4. Must be tech-savvy and comfortable working with Google Drive, Google Docs, Google Sheets, and Gmail.
   5. Track and remind the appropriate people of all hall-related events, such as fire inspections, city food certificates, regular/yearly maintenance tasks, major events (EFCL, CoE), and others.
   6. Attend community league board meetings to give a report (second Tuesday of the month).
   7. Send invoices to the Treasurer for payments.
   8. Update the community league board and personnel committee on any new tasks or role changes.
   9. Use time-clock software to track your own time and verify other contractor’s times.
   10. Stay up to date with EFCL regarding hall management.
   11. Attend appropriate sessions or workshops put on by EFCL, whether by Zoom or in person.
   12. Be current on the Tripartite with the City of Edmonton and EFCL regarding rentals.
   13. Stay in contact with EFCL for flagged bad renter notices and other hall problems.