Job Posting: Rentals Coordinator & Building Operations Manager, Randolph Academy for the Performing Arts

Location:  Toronto, Ontario
Post Date:  November 26th, 2014
Application Deadline:  Friday, December 5th, 2014
Start Date:  January 2015
Employment Type:  Part Time
Level:  Management
Salary:  Commensurate with experience
Reports to:  President and General Manager

The Rentals Coordinator/Building Manager is responsible for coordinating all theatre and studio rentals and for the oversight of maintenance, cleaning and upkeep of the theatres and building. The Randolph Centre for the Arts has four dance studios, 5 Tutorial rooms, one 100-seat theatre (The Annex Theatre) and one 500-seat theatre (The Randolph Theatre). In addition to interaction with rental clients, this position requires the coordinator to maintain a thorough understanding of the other activities and programs at the Randolph Centre, including the full-time college program and children’s program.  This position is also responsible for performing regular repairs and maintenance.

The ideal candidate has a professional demeanor and strong work ethic, works well with little
supervision, and is a pro-active problem-solver.  They embody impeccable communication and customer service skills, superior organizational and time management skills, working within deadlines, and are capable of responding effectively to a diversity of challenging, and often conflicting needs.

Rentals Responsibilities include, but are not limited to:

  • Create, update, revise and amend rentals contracts and invoices
  • Serve as primary contact between rental clients and the Randolph Centre for the Arts
  • Negotiate fees and terms of rentals, in conjunction with the Present and CEO
  • Track and solicit timely payment of rental fees from clients
  • Lead tours of the facilities with potential clients
  • Respond to all rentals inquiries in a timely manner
  • Coordinate, and in many cases clarify/establish the technical needs and production schedule for rental clients
  • Fulfill the specific needs of each client, which may include: recommending and/or hiring staff, renting/recommending additional sound, lighting or projection equipment, problem solving any scheduling , technical and front of house challenges
  • Hire and supervise front of house team and technical staff, in conjunction with the Technical
  • Ensure all rentals clients observe the rules and regulations of the Randolph Centre for the Arts, and in many cases enforce these regulations before, during and after rental engagements
  • Administer and oversee the upkeep and improvement of sound and lighting equipment upkeep, in conjunction with the Technical Director
  • In conjunction with the Technical Director, maintain detailed technical riders for the facilities
  • Coordinate the hours of operation, in conjunction with administrative staff
  • Communicate rental engagements to the administrative staff
  • Remain available and accessible (on-call) during any and all rental events
  • Develop meaningful, long-term relationships with music, comedy, theatre and special event
    presenters and organizations to ensure retain clients
  • Listen and respond to feedback from rental clients and Randolph administrative staff on an
    ongoing basis

Building Operations Responsibilities include, but are not limited to:

  • Coordinate with administration, cleaning staff, heating and cooling services, and repairmen to ensure the facilities are functional and in good order
  • Daily building and grounds checks, keeping complete and up to date maintenance
  • Performing general, seasonal and specialized maintenance and repairs, coordinating and
    communicating with the Technical Director and Manager
  • Assist in the hiring and supervision of specialized business contractors
  • Handles all lost and found items
  • Adheres to and leads established protocols for safety, privacy and confidentiality


  • Experience in theatrical/live event production, management and administration, or related
  • Strong working knowledge of Microsoft Office programs
  • A professional demeanor with excellent communication skills
  • Reliable and highly professional with a strong work ethic
  • Ability to work and act independently using good judgment when assessing difficult situations
  • Self-motivated individual with a “can-do” attitude
  • Superior organization and time management skills with the ability to multitask/prioritize and handle emergencies effectively
  • Ability to be professional and courteous under stressful conditions
  • Basic knowledge of plumbing, electrical, drywall, carpentry, painting
  • WHMIS/Trade certification an asset
  • Must be available to work flexible hours (which may include evenings and weekends)
  • First Aid / CPR Training necessary upon hiring

Only candidates with legal authorization to work in Canada will be considered.  The Randolph Academy is an equal opportunity employer and invites all applicants with proper experience to apply.

We thank all candidates for their interest however, only those selected for interviews will be contacted.

Please forward resume and cover letter to by no later than December 5th, 2014.  Please Quote Rentals Coordinator & Building Manager in the subject line when applying.