Facilities & Rentals Coordinator (Independent Contractor)

Organization: Summerland Rodeo Grounds

Work Location: Primarily remote (work from home) with occasional on-site visits to the Summerland Rodeo Grounds as required.

Compensation: $25.00 to $30 per hour based on Experience (Independent Contractor)

Hours: Approximately 5 to 10 hours per month during the off-season, increasing to 20 or more hours per month during peak rental periods (April to October).

About Us The Summerland Rodeo Grounds is a non-profit organization dedicated to maintaining and operating a valued community facility. Throughout the year, the grounds host, equestrian events, community gatherings, camping, agricultural activities, and private rentals that bring people together and support the community.

We are seeking a dependable and organized Facilities & Rentals Coordinator to oversee facility bookings and provide administrative coordination for the operation of the grounds. This flexible contractor role is ideal for someone who enjoys working independently, providing excellent customer service, and supporting a community-focused organization.

Responsibilities

Facility Rentals

- Monitor the bookings email account and respond promptly to rental inquiries.
- Prepare rental quotes and follow up with prospective renters.
- Coordinate site tours and occasional on-site meetings with potential renters.
- Prepare rental agreements and obtain required signatures.
- Communicate rental schedules with the Communications Director and Caretakers.
- Coordinate facility access and key distribution for renters.





Rental Administration Maintain accurate records and ensure all rental requirements are completed, including:

- Signed rental agreements
- Security deposit collection and refund processing
- Insurance documentation
- Special Event Permits (where required)
- Final rental payments
- Camping attendance confirmation and fee collection
- Confirm post-event damage inspections and approval prior to deposit refunds

Facilities Coordination

- Communicate regularly with caretakers regarding renter needs, cleaning schedules, maintenance, repairs, and camping arrangements.
- Arrange large-bin garbage collection as needed.
- Coordinate bulk fuel deliveries.
- Monitor heating systems and other significant maintenance or repair issues in collaboration with the caretakers.
- Liaise with the District of Summerland regarding Fire Department use of the grounds and other municipal work affecting the property.

** Potentially other administrative duties, including basic bookkeeping, could be added based on availability, qualifications, and organizational need Qualifications The ideal contractor will have:

- Excellent organizational and administrative skills.




- Strong written and verbal communication abilities.
- The ability to manage multiple priorities and maintain accurate records.
- Proficiency with email and Microsoft Office or Google Workspace.
- The ability to work independently with minimal supervision.
- Strong customer service and relationship-building skills.
- Experience in facilities administration, event coordination, property management, or office administration is an asset.
- The ability to attend occasional on-site meetings or visits at the Summerland Rodeo Grounds.

Contractor Information This is an independent contractor position, not an employee role. The successful contractor will invoice the Summerland Rodeo Grounds monthly for hours worked and will be responsible for their own taxes, insurance, and any statutory obligations associated with self-employment.

Why Join Us?

This is an opportunity to support a well-loved community facility while enjoying the flexibility of working primarily from home. You'll play an significant role in helping ensure the Summerland Rodeo Grounds remains a welcoming, well-organized venue for community events, agricultural activities, and private rentals.

To Apply

Please submit your résumé and a brief cover letter outlining your relevant experience and interest in the position by 9 pm, Thursday, September 17th.

Pay: From $25.00 per hour

Expected hours: 2.0 – 5.0 per week

Benefits

- Casual dress
- Flexible schedule
- Work from home

Work Location: Hybrid remote in Summerland, BC

📌 Facilities and Rentals Cooridinator (Summerland)
🏢 Summerland Rodeo Grounds Equine Development Committee
📍 Summerland