Rental Services, City of Brampton

Reporting to the Venue Coordinator, the Rental Associate is responsible for liaising with internal and external stakeholders to support the planning and execution of rental events at The Rose and other Performing Arts venues. This role emphasizes customer service excellence to ensure rental clients are guided smoothly through the planning process, with accurate event details captured and communicated to internal teams. The Rental Associate builds relationships with clients, provides attentive service, and supports operational teams to ensure professional, consistent, and welcoming rental experiences. Provides functional guidance and oversight to part-time, contract, or volunteer staff during events.


Rental Planning and Client Liaison

• Serve as primary contact for assigned rental clients throughout the planning process.
• Lead site visits, walkthroughs, and pre-event planning meetings.
• Confirm event requirements (technical, schedules, staffing, FOH) and relay to internal teams.
• Prepare and distribute rental documentation and event summaries.
• Ensure adherence to corporate practices, policies, and procedures.

Event Coordination and Oversight

• Provide on-site support during events to ensure smooth execution.
• Act as point of contact for client inquiries and coordinate responses with internal teams.
• Monitor compliance with venue policies, rental agreements, and safety standards.
• Track labour, equipment, and service usage for billing and reconciliation.
• Support post-event reports and follow-up.

Relationship Building and Communication

• Build and maintain relationships with community groups, promoters, and professional users.
• Provide two-way communication between clients and internal teams.
• Demonstrate cultural awareness and sensitivity with diverse clients; leverage additional language skills when applicable.
• Represent Performing Arts in rental-related meetings and discussions.

Operational and Administrative Support

• Assist with invoicing, client correspondence, and rental documentation.
• Contribute to continuous improvement of rental processes to enhance efficiency and client satisfaction.
• Maintain accurate files and records to ensure compliance.

Staff, Volunteer, and Contractor Supervision

• Provides on-site direction and oversight to all personnel engaged in rental events, including full-time technical staff, part-time and casual employees, volunteers, contractors, and artists.
• Ensures adherence to City policies and procedures (e.g., Health & Safety, payroll documentation) and event-specific requirements.
• Supports recruiting, onboarding, training, and coaching across staffing groups; provides performance feedback and escalates discipline issues as required.
• Provides immediate resolution or decision-making to front-line staff and contractors for issues that arise onsite during events, escalating to Coordinators or management as appropriate.