Rentals Coordinator

Maine Audubon is hiring a Rentals Coordinator to join its dynamic team based in Falmouth, ME. Since 1843, Maine Audubon has worked to conserve Maine wildlife and wildlife habitat by engaging people in education, conservation, and action.

Position Overview

We are seeking an energetic, friendly, and organized person to join our team as a part-time Rentals Coordinator. This person will oversee event logistics including booking and staffing for rentals and special events at Gilsland Farm in Falmouth. This part-time job reports to the Education Program Coordinator and averages 15 hours/week (15-20 hours during the spring/summer months, and 10-15 hours the winter months).

Essential Duties and Responsibilities

• Personally attend and staff events (mostly on weekends and evenings), or ensure thorough coverage of events by working with the Education Program Coordinator to maintain list of alternate event staffers
• Serve as a liaison between Maine Audubon staff, renters, and vendors regarding rental details and property use expectations and protocols
• Attend weekly Gilsland Farm Facilities Meetings to coordinate high turnover between rentals and Maine Audubon programming with minimal impact to sanctuary operations
• Maintain an organized and up-to-date rentals and events calendar that integrates with Maine Audubon’s master calendar
• Ensure that all safety regulations and protocols are followed during rentals of the property
• Promote, book, and coordinate all rentals of Maine Audubon’s Gilsland Farm in Falmouth, and offer tours of the facility to prospective renters
• Respond promptly and professionally to in person, by phone, or by email booking inquiries
• Effectively communicate Maine Audubon’s mission to renters, vendors, and guests
• Create a welcoming environment for renters, vendors, and guests at Gilsland Farm
• Collect and keep organized records of contracts and COI (certificates of insurance) from renters and vendors
• Process rental billings and payments

Qualifications

• Strong organizational skills, attention-to-detail, and problem-solving skills
• Superior customer service and communication skills
• Fluency in all Microsoft and Google Suite products
• Proven negotiation and leadership skills, ability to remain calm under pressure
• Ability to collaborate and effectively communicate with Maine Audubon department heads, staff, visitors, and renters
• Ability to work independently and efficiently in a fast-paced environment with little supervision
• Ability to maintain complete and accurate physical and electronic files
• Ability to represent Maine Audubon’s mission, goals, and philosophies with the highest professional standards
• Willingness to work long hours, including weekends and some holidays
• Previous non-profit experience a plus
• Minimum of a High School Diploma. College Degree preferred
  We encourage you to apply even if you don’t meet 100% of the requirements but believe that you would be a good fit for this position.

Physical Requirements/ Working Conditions

• Able to lift objects up to 50 lbs.
• Able to work outdoors, sometimes in all weather conditions
• Able to stand for long periods of time and climb stairs
• Able to use a computer and computer software

Timing, Compensation, and Benefits

• 15 hours per week (15-20 hours during the spring/summer months, and 10-15 hours the winter months)
• Part-time position
• Salary range: $17-18/hour

To apply: Please send resume and cover letter to educationjobs@maineaudubon.org, with Rentals Coordinator in the subject line. Review of applications will be ongoing with an anticipated start date in April 2025. Position is open until filled.

Maine Audubon is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, veteran status, or any other aspect of identity protected by applicable federal, state, or local law.