Rentals Coordination, Promotions and Admin

Position: Rentals Coordinator
Organization: Wolfville Farmers' Market
Location: Wolfville, Nova Scotia (Must live nearby)

Intro:

Do you have excellent organizational and customer service skills with an interest in event management?

When the Wolfville Farmers’ Market is not increasing access to all things local, it is creating opportunities for community to connect. We are proud to offer our beautiful space for dances, conferences, weddings and more! We are looking for someone with the skills to manage Market Rentals. Duties include promotion of the space, administrating room rentals, and being on-site during events. This is a great opportunity for someone well organized who loves the market, loves people and has an entrepreneurial spirit. It is also a perfect fit for someone who is self motivated and looking for work in the evenings and on weekends.

Contract Rate

• $22/hr to be invoiced monthly in the following categories:

  • Promotions and Admin (monthly allocation of 8 hrs)

  • Rentals Coordination (based on number or rentals booked)

  • Event Day Site Management (based on hours of rental)

Start

• We are looking for someone to start on March 1 with the first rental presently booked for June 13th. There would be on-the-job training with existing Rentals Coordinator

Summary:

The role of the Rentals Coordinator is to coordinate and manage all aspects of our Whole Building /Wooden Room, Harvest Room, Community Room and Kitchen Rentals, while delivering excellent customer service. They will ensure that Renters have a great experience in our space, while improving our capacity to promote and have more rentals. Additionally, the role will include being an ambassador of the Market and its vendors, and helping the Renter embrace local offerings and zero waste principles. This is to be accomplished from initial engagement through to the booking and contracting process, during the event and until the deposit is returned.

Responsibilities:

Rentals Coordination

• Rental Booking Process, including:

  • responding to rental requests, email and phone,

  • populating contract forms, securing signatures and required documentation,

  • maintaining both the WFM Google Rentals Calendar and inputting contracted rentals into a WFM Google Spreadsheet for use by Staff Team

• Offer consultation to Renters to view the space and promote WFM Vendors and local producers
• Hire, Train, and Schedule Site Assistants and/or someone for Event Site Management on the day of the event for days the Rentals Coordinator is unavailable
• Provide Rental Services according to each Rental Contract
• After the event, reports include invoice and cost breakdowns (including site assistants), as well as notes to improve service
• Coordinate payment of Site Assistants by Renters
• Contribute to a post event communication with the wedding party; including thanks and a request for a review and access to photos. This should be coordinated with the return of the deposit.
• Help the Market develop its offerings to Renters, and through excellent customer service, grow our Rentals

Rentals Promotions and Admin

• Maintenance of Rental Communications Materials: Rentals Handbook, Contracts, Checklists, Brochure
• Collecting photo and video assets for promotions (either by taking photos during the event or asking photographers on site if we can use their photographs for promotions, with permission).
• Answering questions
• Posting on our rentals Instagram & Facebook account
• Maintaining and updating promotional websites such WeddingWire, Eventective and Facebook Groups for Weddings
• Maintain Rentals Procedures documents as procedures evolve over time

Event Day Site Management:

• On the day of the event, manage the space, any Site Assistants and provide assistance to ensure a great experience for Renters. Assistance that can be provided on the day of the event can include: coordinating with and assisting event vendors, guest relations, and general building custodial duties during the event.
• Where the Rentals Coordinator is unable to attend an event in part or in full, it will be the Rentals Coord responsibility to find and train another to take on the role of Site Management.
• Site Management may be available by identified staff working during office hours for some Good Food Hub Kitchen, Harvest Room or Community Room Rentals. It will be the responsibility of the Rentals Coordinator to work with identified staff when ensuring staff is present for site management.
• Be present on site for the entirety of the Wooden Room rentals (typically 12 hours), Harvest Room rentals (minimum 6 hours).
• Photography on behalf of the Market to help us promote our space
• Ensure tear-down is successfully completed and building is secure at the end of Wooden Room and Harvest Room rentals
• Review space to determine if extra cleaning or damage repairs are required as a result of the rental and advise amount of Rental Deposit is to be returned.

Requirements

• Ability to work late at night and weekends on site at the Wolfville Farmers’ Market location for meetings and rentals
• Ability to work on your feet for long periods of time, able to lift and bend down for event set-ups and tear-downs
• Ability to be accommodating and friendly; while also being organized and a quick thinker when problems arise in the fast paced environment of on-site rentals coordination

Contacts:

• Reports to ED
• Works with the Bookkeeper on matters relating invoices and accounts
• Works with Custodian on matters related to cleaning after rentals
• Manages Site Assistants
• Works with Renters

To apply:

Please send a resume and cover letter by February 15, 2026 to Kelly Marie Redcliffe: manager@wolfvillefarmersmarket.ca

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