Associate, Rental Services

JOB TITLE: Associate Rental Services

DEPARTMENT: Community Services

NUMBER OF POSITIONS: 2

JOB STATUS & DURATION: Part time

HOURS OF WORK: Up to 24 hour workweek / shift work / variable hours / flexibility to work evenings weekends and holidays is required

LOCATION: 1 Theatre Lane

HOURLY RATE: $37.97 per hour

JOB TYPE: Management and Administration

POSTING DATE: September 29 2025

CLOSING DATE: October 16 2025

AREA OF RESPONSIBILITY:

Reporting to the Venue Coordinator the Rental Associate is responsible for liaising with internal and external stakeholders to support the planning and execution of rental events at The Rose and other Performing Arts venues. This role emphasizes customer service excellence to ensure rental clients are guided smoothly through the planning process with accurate event details captured and communicated to internal teams. The Rental Associate builds relationships with clients provides attentive service and supports operational teams to ensure professional consistent and welcoming rental experiences. Provides functional guidance and oversight to part-time contract or volunteer staff during events.

Rental Planning and Client Liaison

• Serve as primary contact for assigned rental clients throughout the planning process.
• Lead site visits walkthroughs and pre-event planning meetings.
• Confirm event requirements (technical schedules staffing FOH) and relay to internal teams.
• Prepare and distribute rental documentation and event summaries.
• Ensure adherence to corporate practices policies and procedures.

Event Coordination and Oversight

• Provide on-site support during events to ensure smooth execution.
• Act as point of contact for client inquiries and coordinate responses with internal teams.
• Monitor compliance with venue policies rental agreements and safety standards.
• Track labour equipment and service usage for billing and reconciliation.
• Support post-event reports and follow-up.

Relationship Building and Communication

• Build and maintain relationships with community groups promoters and professional users.
• Provide two-way communication between clients and internal teams.
• Demonstrate cultural awareness and sensitivity with diverse clients; leverage additional language skills when applicable.
• Represent Performing Arts in rental-related meetings and discussions.

Operational and Administrative Support

• Assist with invoicing client correspondence and rental documentation.
• Contribute to continuous improvement of rental processes to enhance efficiency and client satisfaction.
• Maintain accurate files and records to ensure compliance.

Staff Volunteer and Contractor Supervision

• Provides on-site direction and oversight to all personnel engaged in rental events including full-time technical staff part-time and casual employees volunteers contractors and artists.
• Ensures adherence to City policies and procedures (e.g. Health & Safety payroll documentation) and event-specific requirements.
• Supports recruiting onboarding training and coaching across staffing groups; provides performance feedback and escalates discipline issues as required.
• Provides immediate resolution or decision-making to front-line staff and contractors for issues that arise onsite during events escalating to Coordinators or management as appropriate.

SELECTION CRITERIA:

MANDATORY REQUIREMENTS:

• Ontario Class G Drivers Licence and ability to obtain a City of Brampton Fleet Permit.
• Standard First Aid CPR-C/AED Certification.

EDUCATION:

• Post-secondary education in Arts Administration Event Management Cultural Management Technical Production or related field; or equivalent combination of education and experience.

REQUIRED EXPERIENCE:

• Minimum 23 years experience in rental client services event planning performing arts management stage management technical production for theatre and live events or venue liaison roles within a live performing arts venue.
• Strong understanding of live event production processes and ability to interpret technical riders or event requirements.
• Excellent organizational written and verbal communication skills.
• Demonstrated attention to detail and ability to manage multiple events simultaneously.
• Ability to work independently and exercise sound judgment in high-pressure situations.
• Commitment to customer service excellence with strong interpersonal skills and the ability to build positive client relationships.
• Experience working with diverse communities; additional languages an asset.
• Availability for variable hours including evenings and weekends.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview: Ourrecruitmentprocessmaybecompletedwith video conference technology.

If this opportunity matches your interest and experience please apply online by clicking the button above by October 16 2025and complete the attached questionnaire. We thank all applicants; however only those selected for an interview will be contacted.

As part of the application process applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey please select prefer not to answer as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity equity and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicants responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings interview dates) it is imperative that applicants check their email regularly. If we do not hear back from applicants we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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