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Rental Coordinator

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Posted: 09/17/2014

DeKalb History Center

The DeKalb History Center collects, preserves and shares the history of DeKalb County, Georgia. Our Archives and Museum are located inside the Historic DeKalb Courthouse in downtown Decatur, which is also a special events venue.

Rental Coordinator
Professional Opportunity
Decatur, GA

This position is responsible for rentals at the Historic DeKalb Courthouse as a special events venue, and administrative duties of the office including membership.

Major Duties and Responsibilities:


  • Responsible for administrative tasks related to rentals including: communicate with potential and booked clients, schedule site visits, maintain the client database, generate contracts and send invoices, follow up on in-house leads (email and phone), and pull leads from advertisers. Maintain all paperwork related to the booked events.
  • Actively solicit and book rentals. Meet with clients to show space and assist with limited details and requirements for their event. We do not provide event coordination. Market property via DHC website, social media, third party websites, magazine advertisements, sales packets and brochures.
  • Work with preferred caterers including communication, selection, and coordination and making sure that they are complying with our house rules. Work with off-list caterers to make sure they also meet our requirements.
  • Maintain Centers calendars for all rental events, including scheduling: the Building Attendant, cleaning service, police, catering contacts, and walk -throughs by booked clients.
  • Liaison with DHCs Building Manager to insure that the Courthouse is safe and attractive. Coordinate with all DeKalb County departments or their agents who provide service or maintenance.
  • Schedule and coordinate other services related to rentals cleaning, vendors, equipment servicing or purchasing, etc.
  • Work with Executive Director to maintain accurate accounting for payments by or to clients and vendors.
  • General: Maintain office supplies and storage areas.


  • Maintain membership database files and updates, including adding new members, generating renewal notices, thank you letters and End of Year letters.
  • Research for new prospects and enter information into database with assistance of Board members.
  • Work with ED and Membership committee to develop enhancements to benefits of membership.
  • Look for opportunities to gain new memberships at all times.

Programs and Events

  • The Rental Coordinator is the lead staff person for planning and coordinating food, beverage, decorating, set-up, clean up, etc., for our DHC events with the help of appropriate committees.
  • Every staff member is expected to assist as needed with DHC tours and events including scheduling, coordination, marketing and onsite registration and payment. This includes everything from the Black History Month Celebration, to Lectures, to festival weekends. We do not need full staff participation at every single event, but all staff is expected to attend a majority of these events.


  • Perform other duties as assigned by Executive Director. All members of the staff are required to support DHC programs that are held after normal working hours and to assist with projects that may lie outside their primary areas of responsibility.

Experience and Educational Requirements:

BA in Hospitality, Marketing, History, or related field, and a minimum of three years of sales experience.

Background in Sales and/or Marketing. Prior employment at a small non-profit is a plus.


The ideal candidate will be approachable, friendly yet firm, action oriented, and customer focused with proven sales experience.  He or she must have excellent communication and negotiation skills and advanced computer skills, including social media. Valid Georgia Drivers license

Physical Functions:

Primary work in an office environment but occasionally outside (city festivals, childrens programming, etc.). Must be able to lift a minimum of 40 pounds. Sitting, standing and walking for periods of time.

Organizational Relationships:

Reports to the Executive Director; works with Committees and others as assigned. Creates schedules and assignments as needed for the Building Manger and Attendant (currently one position).

Time Requirements:


This is a fulltime exempt position. The Rental Coordinator reports 8:30 5:00 Monday through Friday with a flexible schedule to allow some weekend and after-hours work for programs, events and festivals.  

OPen until
Until Filled

How to apply
Please submit resume and cover letter by EMAIL ONLY to forgey@dekalbhistory.org. No phone calls please.
Melissa Forgey
101 E Court Sq
Decatur, GA 30030

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