City of Portland - Athletic Facilities Booking/Use Coordinator

This job was posted by https://joblink.maine.gov : For more information, please see: https://joblink.maine.gov/jobs/1397780 City of Portland - Athletic Facilities Booking/Use Coordinator About the City of Portland, Parks, Recreation & Facilities Department: The Portland Parks, Recreation, and Facilities Department is comprised of 160 full-time and over 250 seasonal staff dedicated to enhancing the quality of life in Portland, Maine. They achieve this by operating cultural venues, running community programs (including Before and After School, Swim Lessons, and Senior Adult programs), and maintaining public buildings, waterfront infrastructure, 70 parks, 40+ miles of trails, 13 cemeteries, and 30 playgrounds. Their diverse team, including Park Maintainers, Lifeguards, Event Managers, Horticulturalists, and many others, works collaboratively to provide spaces and opportunities for social connection, recreation, and community development. Job Summary: The Athletics Facilities Use Coordinator oversees and manages all aspects of the coordination of bookings with multiple athletic facilities in the Parks Division including ballfields, stadiums and courts. Primary responsibilities of this position include securing bookings and rentals with prime tenants, recurring tenants, City usage, and new users. \ Duties & Responsibilities: - Booking and schedule coordination of all athletic fields, stadiums and courts. - Acts as a liaison to secure bookings and rentals with prime tenants, recurring tenants, City usage, new users and event staff. - Maintains scheduling software database for events and rental holds. - Assists with other booking and scheduling duties as needed. - Manages the scheduling of lights as needed at athletic facilities. - Works with the Athletic Facilities Supervisor weekly to distribute the field maintenance schedule and monitor and adjust scheduling based on weather. - Creates and maintains field inventory, opening and closing dates for each field or facility. - Maintains scheduling and financial database relating to revenue and expense reporting, event attendance and a yearly database of event type and category. - Manages the creation and execution of venue contracts including returning signed agreements to renters, receiving of rental deposits and payments, and tracking all of the required documents throughout the rental process. - Verifies residency and track rosters for appropriate billing. - Invoices and processes payments of field, courts and stadium rentals. - Promotes rentals by building marketing brochures and creating communications on social media, website, and other media outlets. - Regularly communicates schedule information to all customers: schools, youth and adult leagues, professional sports teams, and others. - Coordinates field permitting, allocation process and tier priorities. - Provides excellent customer service to all athletic facility user groups. - Provides support to the Recreation Division regarding Peaks Island Community Center rentals and programming scheduling, as needed. - Assists Division Directors in preparation, implementation and coordination of operational manuals, staff training at offsite facilities and special projects relating to athletic facilities. - Books events, festivals, block parties, and other public events in public spaces as needed. - Books events and meetings in public assembly facilities as needed. - Other duties as assigned. \ Required Skills & Experience: - Bachelor's degree in communications, business administration, sports management, hotel restaurant management, or related major from an accredited university or a combination of education and experience that offers comparable skills. - General knowledge of facilities, acceptable types of use and amenities. - Strong organizational skills or previous administrative co rdination experience. - Excellent computer proficiency and experience with Google Workspace products and MS Office. Experience with MyRec software preferred. - General Accounting knowledge relating to invoicing and receivables. - Excellent organizational and time management skills. - Excellent communication and customer service skills. - Ability to work with a diverse population. - Ability to effectively coordinate event issues with prime tenants, other staff and guests at the facilities. - Ability to maintain good working relationships with event staff, co-workers, division management, other City staff, the general public, tenants, lessees, fire personnel and law enforcement personnel. - Ability and willingness to work a flexible schedule. \ Preferred Skills & Experience: \ - Must possess a valid State Class C driver's license and have and maintain a good driving record. \ Expected Hours/Schedule: Full-Time, 37.5 hours per week; Monday - Friday 8:00 - 4:30 p.m. \ Applications accepted until Friday, October 30, 2026. Offers of employment are contingent upon the completion of a satisfactory criminal background check. \ Salary & Benefits: r