Position Summary
The Event and Rental Coordinator oversees the sales, scheduling, and coordination of facility rentals and events. They serve as the primary point of contact for members and clients, manage bookings and contracts, coordinate logistics before, during, and after events, and ensure high-quality customer experience. This role supports marketing and outreach efforts, works closely with property and program teams, and helps maximize facility use and rental revenue while ensuring events run smoothly and professionally.
Role and Responsibilities
- Achieves a rental income goal at all GSHOM properties by:
- Actively marketing the GSHOM facilities as community resources.
- Attend wedding expos and/or other marketing events as required.
- Booking weddings, family events, and other parties at assigned facilities in coordination with Camp Directors and Program Team council wide.
- Take a lead role in setting and meeting member vs non-member property use in coordination with the GSHOM Executive and Leadership teams.
- Manage rental calendars to maximize use of facilities when properties are not needed for internal programming.
- Assist in ensuring that rental customers at assigned facilities have an outstanding experience:
- Giving polite, friendly service and timely info and contracts, following up in an assertive, friendly manner, ensuring that facilities are ready for the group, coordinating training for members using sites (if applicable).
- Ensure all information regarding rentals are up to date and posted on all appropriate council calendars, including agreements, setup requirements, payment receipts, and/or other information needed to ensure a successful event.
- Take a leadership role in the resolution of scheduling conflicts between departments and renters.
- After the rental – send appropriate thank you notes, negotiate deposit issues (if applicable), institute post surveys as requested, and initiate repeat bookings.
- Serve as an “on call” team member for local properties to support event and rental staff during weekend rentals.
- Work weekend rentals occasionally as scheduled.
- Serve as the subject matter expert and system administrator for the organization’s reservation software, ensuring that all properties are marketed in a professional, accurate manner.
- Ensure customer information, reservation information, and transactions are recorded accurately in reservation software. In partnership with the Finance team, assist with monthly, quarterly, and annual reconciliation as requested.
- Manage event timelines from inquiry through post‑event follow‑up to ensure that a consistent process is followed across all properties council wide.
- Assist in giving and/or coordinating tours for all GSHOM properties.
- Support council-wide goals and initiatives including but not limited to membership events, product program efforts, and other goals as established by the CEO.
- Provide excellent customer service to volunteers, customers, and staff.
- Will assist with data entry and administrative projects as needed.
- Day, evening, and weekend hours as needed; must be flexible with scheduled hours.
- Maintain an active annual membership with the Girl Scouts movement.
- Perform other duties as assigned.
Competencies
- Customer Service Focused
- Initiative
- Communication Proficiency
- Time Management
- Ethical Conduct
Education
- High school diploma or GED equivalent.
- Associates degree preferred.
Organizational Values
- Integrity: Our People are hardworking, honest, effective communicators, and take responsibility for actions and outcomes, even when no one’s watching.
- Positive Mindset & Attitude: Our People choose to perceive and react through a lens of empathy, enthusiasm, curiosity, and helpfulness while being passionate, solution-oriented, service-minded, and driving towards goals.
- Unquestionable Excellence: Our People actively take initiative to fulfill our mission and are willing to work hard to bring our vision to life through resilience, determination, inspiration, personal growth and continuous learning.
- Mission Driven: Our People are inclusive and care deeply about girl development. In partnership with stakeholders throughout the organization, they utilize strategic planning and patience to move strategy and the mission forward.
- Collaborative Changemaker: Our People are intentionally present and forward thinkers dedicated to inspiring others and sharing skills through mentoring, service leadership, practicing radical candor, taking risks, intentional youth development, who are open to change and feedback.
Preferred Skills
- Must have the ability and initiative to work independently, multi-tasking and work well with all levels of community members/volunteers/staff on an as-needed basis.
- Phone and customer service skills are a must.
- Excellent community cultivation and marketing skills.
- Ability to follow through on projects.
- Must have highly developed interpersonal skills.
- Must possess excellent oral and written communication skills to work in a team environment.
- Have a willingness to accept new responsibilities and handle multiple projects while being a self-starter.
- Demonstrated ability to successfully handle conflict resolution at all levels with a variety of people.
- Ability to communicate the written and spoken word with tact, diplomacy, and/or authority when necessary.
- Computer literacy and technical knowledge of computer software programs such as Word, Publisher, PowerPoint, Excel and the internet.
- Excellent analytical and organizational skills required.
- Demonstrated ability to prioritize tasks, successfully manage multiple priorities simultaneously, work under pressure, meet deadlines and deal with change.
- Knowledge of the Girl Scout program preferred.
- Flexibility.
- Occasionally lift and/or move up to 25 pounds.
Requirements
- Reliable transportation
- Consistent and dependable attendance
Girl Scouts Heart of Michigan is an Equal Opportunity Employer.