Facilities Rental Lead - Facilities Department

Job Summary

Under the direction of the Director of Facilities, this position is responsible for facilitating bookings, rentals, and leases of school facilities. The position serves as the Division’s primary point of contact for rental groups and organizations leasing space in school facilities. As most rental activities occur outside of regular school hours, this position regularly supports bookings and events taking place during evenings and weekends when schools are not in session.

Duties

Facility Bookings

• Serve as the Division’s primary point of contact for after hour rentals of school facilities. 
• Coordinate rentals with school principals, Director of Facilities, Custodial & Grounds Coordinator, Project Coordinator and Maintenance Coordinator.
• Liaise with school administration to block times for school activities and determine residual time available for school rentals. 
• Liaise with municipalities in booking school facilities under Joint Use Agreements.
• Coordinate the list of facilities available for community use.
• Receive external and internal requests for school rentals, provide advice, assess availability, and provide alternatives.
• Respond to verbal and/or written inquiries from internal/external customers (i.e. Principals, Division Office staff, Facilities staff, Custodians, User Groups, Parents).
• Work with the Director of Finance to prepare contracts with user groups, distribute to key stakeholders, and effect changes and revisions as may be required.
• Ensure school rentals adhere to Black Gold School Division policies and procedures.
• Coordinate major event rentals (i.e., Federal, Provincial, Municipal and School Board elections).
• Arrange, in conjunction with the Custodial & Grounds Coordinator, internal meetings with custodians and facility supervisors for training and follow-up sessions (i.e., after hours sheets & clarification of the processes for after hours rentals). 
• Hire and train facility supervisors. Approve facility supervisor timesheets.
• Ensure that either a custodian or facility supervisor is scheduled to supervise any community use of a school. 
• Investigate and respond to disputes concerning user groups.
• Investigate complaints from schools regarding user groups, make recommendations and take action to resolve the issue.
• Investigate reports of damage to schools by user groups and recover costs, where required.

Administrative Support

• Maintain the booking software including fee schedules, holidays, school breaks, maintenance/renovation projects and custodial cleaning schedules affecting availability, facility information and customized reports.
• Maintain a record of booked facilities.
• Prepare statistics and reports on school usage and make recommendations where required.

Budget/Finance Support

• Manage accounts receivables by utilizing ebase to configure rental rates, automate monthly statements, and process incoming payments.
• Action overdue accounts including phone calls, drafts, edits and sends letters, and recommends action where payment is refused.
• Review the Certificate of Insurance from any group renting school facilities and ensure the group’s insurance meets the minimum requirements set out in the Division’s administrative procedures. 
• Ensure the Division has a current Certificate of Insurance from municipalities for joint use and organizations leasing space from the school that meets the requirements of the agreements.

Facility Leases

• Serve as the Division’s primary point of contact for lease agreements.
• Respond to concerns related to cafeteria equipment. Work with the Director of Facilities to create a schedule to evergreen equipment and purchase new equipment.
• Schedules annual meetings between the lessee and school principal to discuss performance and concerns.
• Liaise between the lessee and the Division regarding new lease requests, concerns, questions and renewals.
• Liaise with the City of Leduc for scheduling custodians for the operations of the MacLab theatre.
• Liaise with the New Sarepta Library Board to assist with the partnership between the community library and New Sarepta Community High School.

Qualifications

• High School Diploma. Post-secondary education in business administration or a similar discipline would be considered an asset.
• Valid driver’s license with a clean driver’s abstract
• 3–5 years of experience coordinating facility bookings, venue rentals, leases, or community use of public/institutional facilities.
• Demonstrated experience managing accounts receivable, configuring rental rates, processing payments, and handling overdue accounts.
• Proven track record in preparing facility use contracts and reviewing Certificates of Insurance to ensure compliance with organization policies.
• Experience hiring, training, scheduling, and approving timesheets.
• Experience working with municipal administration, school administration and community groups.
• Proficiency in facility booking software (experience with ebase and Rycor software is highly desirable).
• Strong working knowledge of administrative software including Microsoft Excel, Microsoft Word and Google Suite.
• Excellent written and verbal communication skills for responding to diverse internal and external stakeholders.
• Strong conflict resolution and problem-solving skills.
• Exceptional multi-tasking skills with the ability to manage competing schedules.
• High level of attention to detail regarding lease agreements, rental rates, and insurance requirements.
• Flexible Schedule: Ability and willingness to support bookings, events, and emergency inquiries occurring during evenings and weekends outside standard office hours.

Hours & Compensation

• Start date: to be determined
• Hours of work: Monday to Friday, 8:00 AM - 4:00 PM (coffee breaks at 10:15 AM & 3:00 PM, lunch 12:00 PM - 1:00 PM)
• Salary: Pay level 4, $57,908 - $75,428

How to Apply

Deadline for applications: October 5, 2026 @ 12:00 pm

As a condition of employment, new employees are required to provide a current Vulnerable Sector Check and Intervention Record Check at their own expense (prior to starting Employment).

Black Gold School Division is committed to creating a safe, caring, and respectful workplace where employees are supported in fostering positive relationships and demonstrating responsible, professional behaviours. 

Thank you for showing an interest in this position. Only those candidates chosen for interview will be contacted.
Resumes of individuals not granted an interview will not be kept on file, and will be disposed of appropriately.