Rentals Coordinator

Job purpose

The Rentals Coordinator at Tranzac plays a key role in facilitating the daytime and evening rentals for our three rooms, ensuring smooth operation and high customer satisfaction for our multi-use performing arts facility. This role involves significant customer interaction, operational coordination, and active outreach to maintain and establish new rental relationships.

Duties and responsibilities

Key responsibilities include, but are not limited to, the following:

• Monitor and respond promptly to all communications and inquiries related to event bookings, ensuring high customer satisfaction.
• Coordinate overall logistics, including agreements, invoices, and communications, to ensure smooth execution of key rentals.
• Proactively inform internal and external stakeholders of relevant event information, ensuring all parties are well-informed and aligned with the event objectives and logistics.
• Assemble and coordinate event teams, including staff and volunteers, as required for the successful execution of rentals.
• Facilitate site visits for prospective clients, showing the facility and discussing event logistics in detail.
• Participate in regular staff meetings and collaborate closely with the core administrative team, including the Bar Manager, Tech Director, and Residency Director, to coordinate efforts and ensure a cohesive approach to managing the facility and its events.
• Actively reach out to various musical and artistic communities to foster new rental relationships, with an emphasis on diversity and inclusion.
• Perform other duties as assigned.

Working conditions

• The role is initially set for 15 hours per week with a potential increase in hours and responsibilities.
• This position offers flexibility with some administrative tasks conducted remotely; however, there is a requirement to be on-site weekly.
• Overtime and hours worked outside of the standard work schedule may be required.
• Work is conducted both in office settings and at events.
• The work can be fast paced and demanding, overseeing various aspects of events simultaneously under tight deadlines, often coordinating multiple meetings or events concurrently.

Core competencies

• Excellent time management skills
• Ability to monitor multiple ongoing bookings
• Organized and detail-oriented
• Critical and analytical thinking
• Facilitation and hosting, making folks feel welcome, informed, and supported
• Written and verbal communication skills (service-oriented, patient)
• Time and project management, balancing multiple ongoing requests

Preferred qualifications and experience

• Three years experience in roles requiring coordination, customer service, and administration.
• Familiarity with Google Suite (Drive, Documents, Calendars, Email) and comfort in a digital work environment.
• Training in safe spaces, anti-oppression, health and safety is considered an asset.
• Connection to and awareness of musical and artistic communities preferred.
• Must be available for weekday evenings and weekends to accommodate event schedules.

How to apply

Email your application to ed@tranzac.org with the subject line RENTALS COORDINATOR APPLICATION – YOUR NAME. The deadline is September 14, 2026 at 11:59 pm.

• No automated system is used to filter applicants.
• Applicants who are not shortlisted will not be notified.
• Interviews are flexible: different formats, times, locations, and a remote option are available.

This posting is also listed on Work In Culture.