Coquitlam School District No. 43
Facilities Rental Coordinator
This position is being advertised internally and externally concurrently.

Applications are sought for the position of Facilities Rental Coordinator.

As the third largest school district in the province we are located within a 40 minute drive from downtown Vancouver.  The school district has a population of 33,000 students with approximately 3500 teaching, administrative, managerial and support staff. The district is also recognized for one of the largest K – 12 international student programs in Canada led by a dynamic experienced team. Our school district values a coordinated, collaborative approach to working with our students, parents, community partners, the public, and employee groups.

The Facilities Rental Coordinator is responsible for managing the rental of all school facilities and fields being used outside of regular school hours and all lease and license agreements for the Coquitlam School Board.  This individual would also lead the marketing of the School District facilities, including theatres to potential users including film companies, outside groups and organizations. To achieve success one must embrace the core principles and values of Integrity, Competence, Enthusiasm, Creativity and Professionalism. The Facilities Rental Coordinator is responsible for the supervision of two clerical rental staff and reports to the Manager, Purchasing Services.

Specific Responsibilities

Negotiates all lease and license arrangements (day care operations) and manage and administer lease arrangements (primarily closed schools).
Manages the rentals of school facilities and fields; supervises clerical staff and provides direction and clarification on rates and categories; resolves conflicts related to rentals.
Administers the rental of school district facilities consistent with District Policy and Administrative procedures.
Liaises with School Administrators and District Management to provide advice and find solutions regarding facility use.
Participates in the administration of Joint Use Agreements and shared services with municipalities and other public agencies.
Liaises with the Finance Department to ensuring that billing and all other financial transactions are being attended to in a timely manner, and following up on any missing or late payments.
Oversees the maintenance of accurate records, ensures rental bookings translates into financial billings in an accurate and timely manner.
Prepares annual budgets and income projections in a timely and accurate manner.
Generates necessary legal action, documents and processes in accordance with School District guidelines.
Prepares reports for management and the Board on matters related to leases, licenses and rentals.
Makes recommendations related to administrative procedure enhancements.
Undertakes research into opportunities for increased rental revenue, current market rates and other aspects of the current rental market that are relevant to rental plans and strategies.
Provides advice and support to external childcare advocates wishing to establish or expand childcare operations within district facilities.
Liaises with outside organizations and agencies with respect to facility leases, licenses and rentals.
Promotes, negotiates, and manages the rental agreements for the film industry, and Terry Fox Theatre.
Responsible for supervision of two clerical staff, including support, guidance, and training of data entry processes.
Provides guidance as necessary to ensure the smooth and proper functioning of the day-to-day rental booking activities.
Ensures efficiency of staff through ongoing training, instruction, counseling and leadership.
Provides support to staff to encourage team work and lead as an example in creating a harmonious environment

Required Knowledge, Education and Experience
Completion of a Bachelor’s degree and/or Diploma in a related area and/or relevant post- secondary courses combined with a Designation from the Real Estate Institute of Canada (Certified Leasing Officer or similar)
Minimum of five years of work experience with demonstrated experience in lease and rental management.
Experience in a private or educational setting/institution is an asset.
Considerable knowledge of the principals and practices of property management related to leases, licenses, and rentals.
Knowledge of municipal, provincial and legal requirements, related to leases, licenses, rentals and land use.
Ability to work within board policies and procedures and the collective agreement to maximize revenue to the District.
General knowledge of issues and practices related to the use of school facilities by community members and business operators.
Experience with the management of licensed childcare programs, theatre operations, and/or buildings.
The ability to work independently of supervision, and with flexible work hours including weekend and evening work is a fundamental aspect of this position.
Strong analytical skills and report writing capabilities and demonstrated ability to use computer software technology.
Excellent managerial, interpersonal, negotiating, dispute resolution and communication skills.
A valid BC driver’s license and business use of personal vehicle.

APPLICATIONS:  A competitive salary is offered along with a generous benefits package. The successful applicant will be required to complete two criminal record checks.