RENTALS COORDINATOR

Part-Time, Non-Exempt

Pay: $25 per hour

OUR MISSION: Motor House is a creative crossroads rooted in the culture of Baltimore. We are a non profit arts hub, gallery, and performance space that encourages new visions, bold experiments, and emerging voices to celebrate the artistry of our city.

OUR VISION: Motor House envisions a world where creatives are empowered and thriving in their careers.

This role is hybrid, with approximately 60% in-person and 40% virtual work. Tuesday is a mandatory in-office day. The work schedule generally falls Tuesday–Friday, with occasional Saturdays and Sundays required based on program and event needs. Specific days and hours may vary.

This position may require work or participation in events outside of normal working hours. Non-exempt and hourly employees will be paid their regular hourly wage for all scheduled and worked hours to a maximum of 59 hours per paid period. Hours in excess of 30 hours per week require prior management approval and will be paid per Federal and State employment guidelines.

• Reports to: Managing Director

• Collaborates Closely with: ‘Visitor Experience Coordinator’ and ‘Showroom General Manager’

• Supervises: N/A

• Expected to maintain a collaborative, supportive, safe atmosphere among all Motor House Arts staff, clients, and guests.

Position Summary
The Rentals Coordinator is responsible for proactively and equitably generating a minimum of $100,000 in annual earned revenue through the sale of event rentals and strategic partnerships. This role leads the rental sales process from inquiry through contract execution and works closely with the Managing Director to ensure consistent activation of Motor House’s first floor performance spaces in alignment with the organization’s mission and vision.

As an ambassador for Motor House, the Rentals Coordinator represents the venue to prospective and returning clients, actively markets rentable spaces, attracts new rental clients, and builds long term relationships that support repeat business across both private and public event rentals. In collaboration with the Managing Director and Showroom team, this role develops and implements marketing strategies to promote rental offerings and maintains accurate rental records for performance spaces and equipment.

Essential Job Functions:

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. The duties and responsibilities may change, or new ones may be assigned at any time with or without notice, and the employee will be notified verbally and in written form.

Revenue Generation:

• Generate a minimum of $100,000 in annual earned revenue through event rentals (minimum $8,000 per month).

• Manage the full rental sales cycle, including inquiries, walkthroughs, contracts, invoicing, and client follow-up.

• Maintain a two-business-day response time for initial inquiries and a two-week inquiry-to-contract timeline.

• Conduct informational walkthroughs with prospective renters.

• Prepare rental quotes and proposals using the approved rental calculator, following standard operating procedures set by the Managing Director in collaboration with the Accountant.

• Draft rental contracts, obtain required insurance and permits, and generate invoices through Square.

• Document and maintain accurate financial, contract, and calendar records related to rentals.

• Collaborate with the Managing Director and Showroom team on marketing strategies to promote rentable spaces.

• Participate in relationship-building with local businesses, partners, and organizations to drive rental demand.

• Maintain rental calendars in coordination with programmatic events and showroom operations.

• Track income goals and support financial reporting related to rental activity.

• Communicate rental event details to the Managing Director, Visitor Experience Coordinator, and Showroom teams to ensure successful execution.

• Acts in alignment with the strategic direction set forth by the Managing Director through scheduled and informal feedback and planning conversations within established operational roles. Supports fiscal responsibility and stewardship of organizational resources.

• Performance Bonus (Non-Commission)

  • The Rentals Coordinator may be eligible for a one-time, discretionary year-end performance bonus equal to 2% of the annual rental revenue goal of $100,000, for a maximum bonus of $2,000, after six months of continuous employment. To be eligible, the employee must generate at least $100,000 in rental revenue within the calendar year. Bonus eligibility is further subject to year-end performance review, available organizational funding, and the employee being actively employed and in good standing at the time the bonus is awarded. This bonus does not constitute earned wages or a commission, does not guarantee or imply future bonuses, salary increases, or promotions, and does not create an ongoing obligation. Any bonus paid is subject to applicable federal, state, and local taxes and standard payroll withholdings.

Event Planning

• Respond to rental inquiries and guide clients in bringing mission-aligned events into the Theater and Showroom.

• Support renters with event planning considerations, including room layout, furniture/linen rentals, budgeting, and scheduling.

• Collaborate with the Managing Director on the creation and distribution of marketing materials for rental events.

• Conduct post-event follow-up with renters to gather feedback and support ongoing client relationships.

• Prepare or coordinate required technical drawings or schematics, as needed, in collaboration with internal teams.

• Review event reports and debrief with renters, the Managing Director, and Events teams to assess outcomes and opportunities for improvement.

• Connect clients with the Showroom General Manager to promote bar, catering, and hospitality packages.

Event & Staff Coordination

• Serve as on-call point of contact for external rental events, as needed.

• Represent Motor House through proactive, solution-oriented customer service.

• Coordinate with the Visitor Experience Coordinator to communicate rental event needs and ensure appropriate staffing.

• Act as a liaison between rental clients and Motor House staff to support smooth event execution.

• Coordinate rental event calendar details with the Managing Director to avoid scheduling conflicts.

• Communicate finalized rental event details to the Visitor Experience Coordinator for staffing and operational planning.

• Support the Managing Director and Visitor Experience Coordinator in maintaining a positive, inclusive experience for artists, partners, and guests.

Meetings

• Weekly Events Meeting (Mandatory & In-Person)

  • To inform the team of upcoming rental events at least 1 month in advance, review event performance from the previous week, and gain awareness of potential calendar changes and conflicts.

• Weekly Check-In Managing Director (Mandatory & In-Person)

  • To contribute high level standard operating procedure updates to full time administrative staff and provide team support as needed and applicable.

• Monthly Finance Meeting (Mandatory)

  • To communicate revenue and expenses to BARCO Accountant and Motor House Arts department heads in order to analyze revenue trends.

• Monthly All Staff Meeting (Mandatory)

  • Present upcoming rental event highlights to the entire staff, create an open line of communication with full Motor House Arts team to facilitate a collaborative environment

• Periodic Client Meetings and On-Site Tours (Mandatory)

  • Conduct required virtual and in-person client meetings and on-site tours, scheduled as needed to support event planning and client needs.

Required Skills/Abilities:

• Excellent verbal and written communication skills.

• Excellent interpersonal skills.

• Excellent sales, marketing and customer service skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Strong analytical and problem-solving skills.

• Strong program supervision and leadership skills.

• Ability to prioritize tasks and to delegate them when appropriate.

• Ability to function well in a high-paced and at times stressful environment.

• Ability to work independently and collaboratively.

• Proficient with Microsoft Office Suite, Google Suite or related software and Slack.

• Proficient with Square.

Education and Experience:

Bachelor’s Degree or equivalent.

At least three years of sales experience.

At least two years event coordination, management or production experience required.

At least three years of customer service experience.

Physical Requirements:

Attending in-person meetings and on-site events. Prolonged periods of sitting at a desk and working on a computer. Supporting seasonal organization cleaning initiatives.

Employment with Motor House is on an at-will basis. This means that either party may terminate the employment relationship at any time, with or without cause or prior notice, subject to applicable law. Nothing in this job description, employee handbook or any other organization communication should be interpreted as creating a contract of employment for any specific duration.