Auxiliary Programs Rentals Coordinator

Position Summary
The Auxiliary Programs Rentals Coordinator leads the growth and management of The Pingry School’s facility rentals across three campuses, building lasting partnerships that generate revenue and strengthen community connections. This year-round role includes a focus on summer rentals coordinated alongside Pingry Summer, a vibrant “third semester” that brings together the school’s academic and athletic traditions with the energy of summer exploration. With more than 100 programs spanning signature day camps, athletics, arts, and academics, summer offers meaningful opportunities to grow partnerships while supporting a culture of belonging, honor, and safety.

The Coordinator manages the full year long rental process, from developing prospective partnerships and negotiating contracts to coordinating facility use, ensuring compliance with insurance and safety requirements, and initiating invoicing. As the primary contact for rental partners and a close collaborator with internal teams, the Coordinator balances excellent customer service with the school’s operational needs, student priorities, and mission. Clear communication, careful planning, and coordinated handoffs help ensure that colleagues have the information and arrangements needed to support successful rentals.

This is a full-time, salaried position with evening and weekend commitments. The role requires responsiveness to time-sensitive rental needs, including availability by phone outside standard business hours when needed. The Associate Director of Auxiliary Programs and the Director of Summer Programs will partner with you to coordinate your weekly schedule and coverage in support of rental and program commitments.

Candidate Profile
You are energized by people, motivated by building relationships, and proud of delivering an excellent customer experience. You combine the warmth of a hospitality professional with the initiative of a salesperson and the follow-through of a detail-oriented coordinator. You bring a positive, practical approach to challenges and enjoy turning a conversation into a lasting partnership.

You communicate clearly and build trust. You listen closely, ask thoughtful questions, and communicate confidently in person, on the phone, and in writing. You connect with a broad range of people, from rental partners and community organizations to facilities colleagues, school leaders, and board members. You make people feel welcome while setting clear expectations and handling difficult conversations with professionalism and care.

You take initiative and see opportunities for growth. You are comfortable picking up the phone, pursuing new leads, and following through to turn interest into confirmed partnerships. You also recognize the potential in existing relationships, helping clients discover additional ways to partner with Pingry. Curious and open to feedback, you bring fresh ideas for expanding summer and year-round rentals while respecting the needs of the school community.

You pair strong people skills with dependable organization. You understand that excellent service depends on careful preparation. You keep track of contracts, insurance documentation, scheduling, and billing details, and you follow through on commitments. You anticipate what colleagues will need and establish clear plans and handoffs so Facilities, Operations, Athletics, and program teams can support successful execution.

You collaborate well and exercise sound judgment. You balance responsiveness to clients with the responsibility to uphold school policies, safety requirements, and student priorities. Advanced business analysis does not need to be your specialty, but you are comfortable partnering with colleagues to understand reports and recommendations, use data to guide your work, and maintain accurate records. You know when to solve a problem independently and when to involve others.

Responsibilities

Revenue Generation & Pipeline Management

• Business Development: Identify and vet external organizations and vendors to build a robust pipeline of "premium" rental partners (e.g., specialized camps, athletic organizations, theater productions) that align with Pingry’s brand standards.
• Partner Relations: Serve as the primary relationship manager for all external rental organizations, ensuring high-quality customer service and long-term partnership retention.
• Portfolio Growth: Partner with the Director of Auxiliary Programs to develop revenue strategies that maximize asset utilization during summer and off-peak periods.
• New Business Acquisition: Actively identify, pursue, and close new avenues for revenue by scouting emerging market opportunities and converting prospects into long-term partners.

Risk Management & Compliance Governance

• Contractual Stewardship: Manage the end-to-end contracting process, ensuring that every rental agreement is current, legally sound, and protective of the institution.
• Compliance Guarding: Act as the final checkpoint for Certificates of Insurance (COIs) and all required safety documentation for external partners, ensuring zero compliance gaps before facility use.
• Safety Coordination: Communicate and enforce all Pingry safety and security protocols with external partners, including emergency procedures and facility access standards.

Internal Coordination & Conflict Prevention

• Resource Advocacy: Collaborate with Facilities, Operations, and Athletics to maintain the definitive master calendar for auxiliary facility use, preventing "rogue" bookings or internal scheduling conflicts.
• Cross-Campus Alignment: Ensure that rental operations across all three campuses are coordinated and do not interfere with the primary student experience or signature programs.
• Standardized Boundaries: Define clear operational handoffs for rental groups, ensuring that physical setup, signage, and custodial tasks are coordinated through the appropriate service departments rather than being absorbed as "floating work" by the coordinator.

Financial Integration & Workflow Execution

• Systems & Workflow Optimization: Spearhead continuous improvement initiatives by designing, implementing, and optimizing robust operational systems and workflows to support scalable, high-volume rental operations while improving efficiency and the client experience.
• Full Lifecycle & Strategic Partnership: Partner directly with the Assistant Director of Auxiliary Programs to drive the complete rental lifecycle, managing everything from lead intake and contract execution to on-site coordination, invoicing, and final billing reconciliation.
• Administrative Liaison: Provide essential data and documentation to the Controller and Accounting Supervisor to ensure timely revenue reconciliation and financial reporting.

Qualifications

Experience & Business Mastery

• Bachelor’s degree in Business Administration, Event Management, or a related field.
• Contractual Fluency: Proven experience in contract management, invoicing workflows, and financial compliance.
• Relationship Expertise: Demonstrated ability to build meaningful, professional relationships with a broad range of constituents, including external vendors, faculty, and school leadership.

Operational Skills

• Project Management: Exceptional organizational skills with the ability to manage the high-velocity logistics of a multi-campus rental portfolio.
• Systems Proficiency: Skilled in the Google Suite, CampBrain, and financial reporting tools, with an ability to maintain data integrity across multiple platforms.

Temperament

• Professional Diplomacy: A positive, optimistic approach to problem-solving and the "backbone" to enforce institutional standards with external clients.
• Detailed Accuracy: A meticulously organized mindset that ensures every COI is valid and every contract is signed before a foot steps on campus.

Qualified candidates are invited to apply online at https://www.pingry.org/careers. 

The salary range for this position is $70,000 to $80,000. Final compensation will be determined based on experience and education. 

Pingry offers a comprehensive benefits package to full-time employees, including, but not limited to, medical, dental, and vision coverage; retirement plans with employer matching; life and disability insurance; tuition remission for employees' children; and access to wellness and professional development resources.

A full list of benefits is available at www.pingry.org/careers.