Facility Rentals and Volunteer Coordinator

Jacksonville Fairgrounds is a multi-purpose event venue in Jacksonville, FL, hosting fairs, festivals, trade shows, and community events. We collaborate with local organizations, vendors, and community groups to support economic activity and engagement, providing safe, welcoming, and efficient event experiences.

About the role

The Facility Rentals and Volunteer Coordinator is a full-time, on-site role based at Jacksonville Fairgrounds. This position manages the end-to-end process for facility rentals, including client inquiries, tours, rental agreements, and event logistics. You will also oversee volunteer recruitment, onboarding, training, scheduling, and day-of support to ensure adequate coverage for events and operations. Daily tasks include maintaining booking calendars, updating documentation, collaborating with operations and maintenance teams, and supporting community outreach to strengthen partnerships.

Responsibilities

• Respond to client inquiries about facility rentals and provide tours of the venue.
• Prepare and manage rental agreements, ensuring compliance with fairgrounds policies.
• Coordinate event logistics, serving as the primary point of contact for clients before and during events.
• Recruit, onboard, train, and schedule volunteers to support events and fairgrounds operations.
• Maintain booking calendars and update rental and volunteer documentation.
• Collaborate with operations and maintenance teams to ensure smooth event execution.
• Support community outreach initiatives to build and strengthen partnerships with local organizations.
• Work evenings and weekends as required by event schedules.

Qualifications

• Strong interpersonal and communication skills to engage effectively with clients, volunteers, and community partners.
• Experience in volunteer management and training, including recruitment, organization, and support.
• Background in community outreach to build relationships and promote fairgrounds events and rentals.
• Organizational and time management skills, including calendar management and coordination of multiple events.
• Experience in facility or event coordination, hospitality, or related fields is beneficial.
• Ability to work on-site, including some evenings and weekends as required.
• Proficiency with basic office software (e.g., email, spreadsheets, scheduling tools); experience with event management systems is a plus.
• High school diploma or equivalent required; additional education in event management, public administration, or related areas is advantageous.