The Woodlands Trust for Historic Preservation
Event Rental Coordinator Job Description

Position Overview

The Woodlands is seeking a part-time event rental coordinator to be part of its team of professional staff and to help grow its rental program. The Woodlands is an 18th-century English pleasure garden, 19th-century rural cemetery, and a modern green oasis for its neighbors in bustling University City and West Philadelphia. The Woodlands seeks to enrich the lives of area residents and visitors by serving as a hub for activities and educational programs that interpret, celebrate and make available to the public The Woodlands’ historic buildings and tranquil green space.

An event rental program was launched at The Woodlands in 2016 and is an important part of the growth of the organization. The Event Rental Coordinator will be directly responsible for all aspects of private rentals at The Woodlands, including promoting site rentals, scheduling site walkthroughs, booking rentals, and staffing rental events. 

The candidate must have a demonstrated record of sales and/or customer service. The ideal candidate for this job is resourceful, has excellent communication skills, is organized, a good problem solver and is comfortable advocating for the overall health of the historic property above all else. 


November-March 10-15 hours per week, flexible schedule
April-October 15-20 hours per week, flexible schedule that will require staffing rentals and some evening and weekends. 

Duties and Responsibilities

  • The Event Rental Coordinator is responsible for all aspects of the rental program at The Woodlands including:
  • Showing the space to potential clients
  • Overseeing rentals of The Woodlands
  • Following up with all rental requests and questions
  • Working with the Program and Operations Manager on rental scheduling
  • Supervising site and additional staff during all event rentals
  • Ensuring the protection of the site, and that guests follow site rules during rental hours
  • Scheduling and providing supervision and staff support for weddings and other rentals

This position reports directly to the Program and Operations Manager of The Woodlands who reports to the Executive Director

Desired Competencies
Oral Communications- has an interest in working with the public and strives to present the best possible attitude when relaying information about the organization. Has a positive sales attitude, and is able to handle working with sometimes demanding wedding parties, but still maintain the interests of the organization. 

Written Communications- will write routine emails regarding rental requests and procedures. Will prepare rental contracts from templates. 

Organized- Will maintain files to ensure insurance documents, contracts, and payment information is easily accessible and earned income is tracked and reported to the Executive Director. Ensures that all rental schedules are accurate and kept up to date at all times. Ensures that all aspects of private rentals are properly organized and coordinated, including scheduling, payment, staffing, and coordination with 3rd party vendors.  

Interpersonal Skills- Will work well with others in this small and close knit organization. This person should be able to build and maintain strong and positive professional relationships with potential renters, donors, members and co-workers. 

Independent- Will frequently work self-set hours, and is expected to fulfill duties with limited supervision. 

Experience in sales is desired
Experience working with the public/hospitality is desired
Interest and experience in museum studies, property management, or the hospitality industry is a plus
Must be able to lift 40 pounds

To Apply
Please submit your cover letter and resume to:

Only those whose applications are being considered will be contacted. No phone calls please. Deadline for application is February 9, 2018.  Applications submitted after this date will not be considered.

The Woodlands Trust for Historic Preservation is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.