Job Description

Job Title:

Community Hall Manager

Reporting to:

Parkhill Community Association (PCA) Board of Directors

Employment Type:

Contract 1-year term (30 day probation)

Rate of pay:

$2,500.00/month (Approx. 20-25 hours/week)

General Description

The PCA Hall Manager will be the first and last contact person in a typical hall rental relationship with our Tenants and will represent the PCA and manage the relationships and documentation associated with all hall lease and rental agreements. They will work directly with the Director of Facilities to organize and ensure proper upkeep and maintenance of the hall and surrounding areas. They will complete basic bookkeeping associated with rentals and the maintenance of the facility. They will support grant applications, website updates & postings, and perform other duties as required.

Key Accountabilities

Hall Rentals

Act as the contact for rental and lease inquiries and coordinate any showings required. Approve rentals and ensure the rental agreement is signed prior to the rental date and keys are distributed and collected from tenants. Ensure that renters and tenants represent community values and are respectful to the community Verify that all required documentation is provided in advance of the event (including Liquor License (when required), Insurance, etc.). Receive initial deposit and payment, and damage deposit. Perform pre-event and post-inspection of the hall with the renter and provide the renter with a duplicate copy of each. Maintain an up-to-date hall rental calendar and the rental Work with the Director of Facilities to maintain up-to-date hall rental policy and rental contracts Review and update all posted information regarding the rental of the PCA Community Hall on websites and/or advertisements as necessary.

Hall Operations

Coordinate the upkeep and maintenance of the hall and seek approval from the board if large repairs are required, in accordance with the PCA spending policy Co-ordinate repairs with pre-established contractors, and engage new contractors when necessary Report any un-safe circumstances to the Director of Facilities immediately for resolution Perform small repairs and/or maintenance in a competent manner, if comfortable and confident completing the task. Coordinate keeping walkways, sidewalks and parking lots free and clear of snow and debris, suitable for public access. Coordinate the maintenance of lawn, lawn irrigation, tennis courts, multipurpose court, and other outdoor spaces within the community association lease as needed. Coordinate with janitorial staff to attend on a suitable schedule to ensure the facility is in an acceptable condition for continued rental, including checking the bathrooms for supplies prior to a rental. In consultation with the PCA Board of Directors, arrange for required hall inspections including, but not limited to fire safety, security, etc. Maintain awareness of how the facilities (Hall, courts, parking lots) are being used and ensure that facilities are being used as per PCA guidelines and policies Perform work duties on-site for a minimum of 20 hours per week, maintain posted hours of when the Hall Manager will by on site Prepare monthly update of relevant activities to the PCA Board of Directors, attend the monthly meeting of Board of Director to communicate update in-person.

Reporting and Book-keeping

Organize payable and receivable documentation to ensure all accounting data is shared with the Treasurer and Accountant in an organized and timely fashion. Meet with the Treasurer and Bookkeeper quarterly to ensure all entries are accounted for Preparing and provide the treasurer with a monthly summary of rental contracts, deposits held and refunded, and rental revenue from rentals for presentation at monthly Board meetings Complete an incident report if there is a partial refund of damage deposit if damages occurred. Maintain and update a log of historical incident reports Manage hall petty cash Coordinate with the Treasurer and Accountant any month-end and year-end activities Track hours worked, submit a weekly timesheet including brief description of work performed. Submit monthly invoice to Treasurer for salary payment.

Other

Attend meetings as required (Board meetings, contractor site access) Manage Hall Manager email account and answer any inquiries that come from phone calls and emails Act as a representative of the PCA and demonstrate the values of the community association Explore revenue generating and cost saving ideas such as grant applications, additional/new use of facilities, alternatives to existing suppliers, and opportunities for new renters Other duties as assigned by the Board of Directors
Join our team as a Hall Manager where you can make a significant impact on our guests' experiences while leading a dynamic team!

Job Type: Part-time

Pay: $2,500.00 per month

Work Location: Hybrid remote in Calgary, AB T2S 2P5