Randall Museum Friends Rental and Administrative Coordinator

The Randall Museum is a museum of science, nature and the arts and a San Francisco Recreation and Parks community learning center. With its central location on Corona Heights Hill, the Randall Museum is also a perfect event space. Through the non-profit Randall Museum Friends, the museum’s spaces and facilities are made available for birthday parties for children of all ages, weddings, corporate and business events and other special occasions.

The Randall Museum Friends Rental and Administrative Coordinator manages facility rental inquiries, scheduling, and client communications while overseeing rental permits and payment coordination through the SF Rec and Parks portal (ActiveNet). They provide exceptional customer service, ensuring seamless event experiences and timely follow-ups. Additionally, they assist with membership activations, special projects, and administrative tasks to support the Director of Finance and Administration.

Key Responsibilities:

• Rental Coordination
  • Respond promptly to event rental inquiries via email and phone, including but not limited to:
    • Check facility calendars for availability.
    • Communicate availability with potential clients.
    • Coordinate reservation holds.
  • Create and oversee rental permits and contracts for committed rentals in the SF Rec and Parks portal (ActiveNet)
  • Coordinate rental payment schedules, including but not limited to:
    • Communicating rental fees and payment due dates with clients
    • Follow up with clients on past due rental payments
  • Support Director of Finance and Admin in scheduling of rental event staff
  • Handle event rescheduling and cancellations as needed.
  • Lead front desk operations for special event rentals, primarily on Sundays
  • Provide ongoing communication with clients throughout the rental process, including but not limited to:
    • Answer pre-rental questions.
    • Proactively address and resolve client concerns.
    • Send rental reminders and follow-up thank-you emails post-event.
• RMF Admin Support
  • Activate new and renewed memberships in SF Rec and Parks portal (ActiveNet)
  • Special projects, including but not limited to scanning records
  • Support general administrative tasks as assigned by the Director of Finance and Administration.

Required Abilities:

• Ability to attend in person work in San Francisco
• Ability to work Sundays
• Ability to manage multiple tasks simultaneously in a fast-paced environment.

Preferred Skills, Knowledge & Experience:

• Museum or facility rental experience
• Customer service or client relations experience
• Strong verbal and written communication skills
• High attention to detail and accuracy
• Excellent organizational and time-management skills
• Proficiency in Mac and Windows operating systems
• Ability to work collaboratively in a team environment
• Proactive problem-solving skills with a customer-focused approach
• Familiarity with San Francisco museums and cultural spaces
• Familiarity with SF Rec and Parks spaces