Facilities Rental Coordinator and Theater Manager

Responsibilities: Facility Rental Operations & Administration Serve as the primary point of contact for all facility rental inquiries, applications, approvals, and ongoing customer communications. Maintain and manage the district-wide facility rental calendar to ensure accurate scheduling and eliminate booking conflicts. Review, approve, or deny rental requests based on facility availability, operational feasibility, and staffing resources. Draft, prepare, process, and maintain facility use agreements, permits, and contracts while ensuring terms and conditions are communicated and strictly enforced. Financial Management & Billing Calculate total rental fees, staffing costs, and operational charges—including additional fees for required PUSD technical staff—to ensure safe and effective facility use. Prepare and issue invoices, monitor collections, track outstanding balances, and ensure timely payment. Coordinate directly with the District Business Office to maintain accurate financial records and accounting for all rental activities. Fine Arts & Site Stakeholder Coordination Collaborate and meet regularly with site administrators to align rental requests with school schedules and site-specific needs. Meet regularly with District Fine Arts staff (Instrumental, Choral, Drama) to review rehearsal, performance, and technical theater schedules, ensuring internal academic and fine arts programs maintain scheduling priority over outside rentals. On-Site Management & Event Supervision Serve as the on-site District representative and provide facility access during evening and weekend events; remain on call during rental activities to handle immediate needs or emergencies. Arrange for post-event custodial coverage to ensure facilities are cleaned promptly following rental activities. Inspect facilities post-event to confirm the site was left in good order, assess any potential damages, and verify compliance with the rental agreement. Technical Theater Operations & Facility Upgrades Enforce district policy that only trained PUSD staff operate District sound boards and technical theater equipment during outside rental events. Coordinate and schedule trained PUSD staff to serve as required sound board operators for third-party facility rentals, incorporating the associated staffing fees into the rental agreement. Manage sound boards and technical production systems for District-sponsored theater events. Train designated District staff on the proper and safe operation of sound and audio equipment. Regularly inspect and monitor the condition of physical theater assets (lighting, audio systems, stage equipment, seating, etc.) to ensure safety and function. Recommend repairs, replacements, and facility upgrades to move District theater venues toward a professional stage and house presentation.

Knowledge, Skills & Abilities: Knowledge Of:

• Facility scheduling, rental contract management, and fee structure calculations.
• Live sound engineering, mixing boards, stage lighting, and theater safety standards.
• Basic public agency scheduling priorities, facility policies, and event safety protocols.
• Skills In:
• Sound board operation, technical troubleshooting, and equipment instruction.
• Drafting rental contracts, calculating labor fees, and processing customer invoices.
• Managing master calendars and resolving scheduling conflicts tactfully.
• Professional written and verbal communication with staff, vendors, and external clients.
• Ability To:
• Enforce rental contract terms, district policies, and equipment guidelines firmly.
• Work a flexible schedule including evenings, weekends, and on-call availability.
• Inspect theater infrastructure, assess repair needs, and recommend facility upgrades.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties may be performed by the individual currently holding this position and additional duties may be assigned.