Description

Job Summary

The City of Fort Collins Parks and Recreation Department is looking to fill two positions: one focused on Parks and the other on Recreation. While each position will have its own primary area of responsibility, the two roles will collaborate and support one another as needed.

Position 1:

Serves as a first-level coordinator for parks and recreation rental operations, coordinating day-to-day rental activities and providing customer service and support related to reservations, scheduling, permits, payments, and facility/park requirements. Serves as a knowledgeable resource to customers, staff, and internal partners regarding established rental policies and procedures. Coordinates rental activities from initial inquiry through event completion, applying established policies and procedures and resolving routine issues independently.  Provides backup for the duties of the Business Support Administrator. 

Position 2:

Do you have special talents in event management? Are you an expert in wedding planning but would like to avoid some of the drama? The City of Fort Collins is looking for a Sr Recreation Coordinator (Facility Scheduling and Rentals) to provide venue and calendar planning for major events such as weddings, celebrations, quinceaneras, bridal or baby showers, or other small to large community events. Whether the occasion includes 5 or 5000 guests, this position will manage relationships with clients, security providers, and third-party liquor contractors. Experience in exceptional customer service and constant improvement of services are essential for success in this role.  Managing external requests

This position sets a focus on City recreation facility rental and scheduling to external customers. A minimum of two years of experience is required in hospitality management, event coordination, public relations, meeting planning, special events, operations supervision, directing activities, or other relevant roles. A degree is not required but a bachelors or associates degree in business, communications, public relations, marketing, or hospitality management can be helpful if combined with experience. 

Requirements

Essential Duties and Responsibilities

Answers the phone and replies to a shared email account providing customers with answers and/or forwarding to appropriate staff as necessary. 
Coordinates Parks & Recreation rental reservations, applications, permits, and related services. 
Responds to customer inquiries regarding facility/park availability, rental options, fees, policies, rules, and requirements. 
Reviews rental requests for completeness and compliance with established requirements and procedures. 
Processes reservations, payments, refunds, cancellations, changes, and related documentation. 
Maintains accurate customer, reservation, payment, permit, and use records. 
Coordinates schedules and communicates rental information to customers and appropriate internal staff. 
Coordinates with other City departments and operational staff to address facility, maintenance, setup, access, safety, or event-related needs. 
Interprets and applies established policies, procedures, regulations, and facility/park-use requirements when assisting customers. 
Resolves routine customer service, scheduling, billing, and reservation issues independently within established guidelines. 
Escalates unusual, complex, or policy-related issues to appropriate staff and provides relevant information and recommendations. 
Coordinates required documentation, including permits, agreements, insurance documentation, and other rental requirements, as applicable. 
Maintains and updates information in reservation and related systems to ensure accurate facility availability and rental information. 
Prepares routine reports, correspondence, communications, and other documentation related to rental activities. 
Assists with updating forms, procedures, website information, and customer-facing rental materials. 
Cross-trains as backup for administrative and accounting duties.

Job Competencies

City Wide

- Demonstrated cultural competence to effectively interact and work with people of diverse identities, perspectives and cultural backgrounds.
- Strong learning orientation. Leverages all resources and is creative in ways of learning for self to continue adapting to changing issues and trends.
- Read and comprehend City and Service Area/Department policies, regulations, rules and standard operating procedures.
- Communicate clearly and concisely, both verbally and in writing.
- Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software and databases.
- Establish and maintain effective working relationships with City employees, representatives of other agencies and organizations and members of the community.

  
Business Support

Decision Making: Applies judgment in defined situations. Seeks guidance for variables.
Complexity: Applies established practices to resolve varied issues or coordinate multiple processes.
Business Acumen: Identifies process gaps, contributes to task design.
Collaboration & Engagement: Disseminates information and navigates processes and procedures with customers.
Specific Knowledge: Grows knowledge in specific subject matter to complete tasks.
Organizational Impact: Identifies efficiencies and recommends improvements to assigned tasks within a team.

Job Specific

Knowledge of park and facility rental policies, procedures, rules, fees, and requirements. 
Knowledge of reservation, permitting, scheduling, payment, and customer service processes. 
Knowledge of basic facility event use requirements. 
Knowledge of applicable City policies, procedures, and regulations related to park rentals. 
Working knowledge of reservation and related software systems. 
Responsive and effective customer service. 
Coordinating multiple reservations, schedules, and competing priorities. 
Maintaining accurate records and entering and retrieving information from computerized systems. 
Ability to identify problems and determine appropriate solutions or when to escalate an issue. 
Ability to coordinate well with co-workers to ensure facility/park space is not overbooked.

Minimum Qualifications

Years/Type of Specific Experience/Education 
3 years related experience/education. Related customer service experience, or equivalent combination of experience and education.