Office and Rental Coordinator

OFFICE AND RENTAL COORDINATOR - Heritage Hall Preservation Society
Starts at $25.00/hour – 28 hours per week, permanent position with benefits

ABOUT HERITAGE HALL
Heritage Hall is a 100 year-old historic building at 15th Avenue and Main Street in Vancouver. The building is owned by the City of Vancouver and run by the Heritage Hall Preservation Society, a non-profit charitable organization. The Society exists to restore and manage the building as well as provide an affordable venue for the community. We rent a beautiful, main-floor ballroom for special events of all kinds as well as provide three floors of office space to tenants who are all non-profit charitable organizations.

WEBSITE: www.heritagehallvancouver.ca

ABOUT THE ROLE
We’re looking for someone who thrives in a lively, community-centered environment where no two days are quite the same. This role keeps the office moving and the ballroom booked, balancing organization with flexibility and plenty of self-direction. You’ll work closely with our Executive Director, maintenance staff, ballroom renters and building tenants, and handle a mix of admin, events, and building coordination. (Flexible hours may occasionally be needed for evening or weekend events.)

WHY WORK HERE
Join a team that values community and creativity and actively keeps the spirit of this historic space alive. Heritage Hall has been at the heart of countless events over the decades — from celebrations and performances to political gatherings, memorials, and community milestones. Now, we’re stepping into an exciting new era, re-introducing ourselves to make sure everyone knows we’re an affordable, centrally located, non-profit venue. We’re shaping the next chapter of this iconic venue, keeping it alive with events that inspire, connect, and celebrate.

KEY RESPONSIBILITIES

Office Administration and Building Support

• Keep the office organized and running smoothly
• Build great relationships with renters, tenants, contractors, and staff
• Manage email, voicemail, mail, and calendars
• Handle invoices, payments, and simple bookkeeping tasks
• Coordinate maintenance and custodial work, including building lock-up
• Attend weekly staff meetings and help keep everything on track

Ballroom Rentals and Event Coordination

• Respond to rental inquiries and give friendly, informative tours
• Manage contracts, deposits, and payments
• Keep permits, insurance, and floor plans organized
• Maintain up-to-date calendars for rentals and office use
• Coordinate with renters and staff before and after events
• Help make sure everything runs smoothly during event setup and cleanup

Tenant and Board of Directors Support

• Be the go-to person for tenant questions or deliveries
• Schedule meetings, prepare board packages, and take minutes when needed

Communications & Social Media

• Create and post content for Facebook and Instagram
• Respond to messages and comments
• Help keep our website current and engaging

Backup for Executive Director

• Help oversee day-to-day maintenance and coordinate repairs
• Be available for occasional after-hours emergencies

QUALIFICATIONS

• 2+ years of experience in office administration, facility coordination, or a related field
• Strong organization and communication skills with great attention to detail
• A self-starter who’s comfortable figuring things out independently
• Enjoys working “in the grey” — adaptable when things change or information is incomplete
• Proficient in Microsoft Office Suite and comfortable with general tech tools
• Experience with bookkeeping, event coordination, or social media is a plus
• Interest in heritage buildings, community development, or non-profit work is a big bonus

IN SHORT
We’re looking for someone friendly, organized, and unflappable — someone who can jump in, take initiative, and help keep this beautiful old building (and everything happening inside it) running smoothly!

HOW TO APPLY

Please email your cover letter and resume to heritage@heritagehallvancouver.ca with the subject line: "Application – Office & Rentals Coordinator"