Rental Assistant Job Description

Enjoy our beautiful spaces that have the heritage of Spain and Apalachee with the charm of the South. Mission San Luis is a 63-acre living history museum located in Tallahassee, Florida open 6 days a week with family programming.

Mission San Luis is seeking a part time Rental Assistant to staff private rental events.  The ideal candidate will possess experience in hospitality, sales, or planning and management (corporate meetings, special events and/ or weddings) as well as an appreciation or interest in historic sites. The Rental Assistant will be required to work most weekends for events (Tuesday through Sunday) and administrative work during the week. The desired effective hire date is October 1, 2022.

For event days, evening shifts can range from 1pm-2am on the weekends, or until midnight during the week. Daytime shifts can range from 7am-10pm on the weekends and during the week for events. Office hours can range from 7am-6pm during the week. Office hours are somewhat flexible based on site needs.

Minimum Qualifications:

• High School Diploma or equivalent
• Ability to work a flexible schedule, including weekends, holidays, and nights.

Candidate should possess the following qualities:

• Initiative and flexibility
• Strong organizational skills and ability to complete administrative filing tasks
• Managerial skills and ability to delegate and work effectively with a small staff
• Ability to multitask and perform in demanding situations
• A professional manner at all times, especially under pressure
• Public relations skills and patience in public negotiations
• Willingness to work nights and weekends
• Ability to lift 40 lbs. and stand for extended periods of time

Job Requirements Include:

• Candidate must have a High School Diploma
• Candidate must be flexible and have great attention to detail. Candidate is required to maintain a friendly and professional demeanor, always have a smile on their face, greet visitors in all weathers, assist Rental Manager with office work, give facility tours and help with events, assist Maintenance when needed, support Visitor Services when needed, help with Museum Special Events, and assist Docent Program when needed to give tours of the historic site.
• For event days, Candidate must work with the rentals team and lead by example to perform routine checks of restrooms, maintain cleanliness of the overall facility, assist vendors/clients with any problems or questions, assist with signage and museum lobby items, clean and drive golf carts, clean windows, assist with parking, keep guests in designated drinking and smoking areas, make sure the rental facility is safe at all times, keep the historic site protected and vacated, make sure that all rental policies are maintained, facilitate and help with nightly facility cleanup and other duties, as needed.
• Previous Rental Event experience, customer service experience, and sales experience is preferable but not mandatory.
• Candidate must be able to stand for long periods of time and be able to be outside in extreme temperatures.
• Rentals staff are responsible for the set up/ break down of all rental events, and reset of the facility.  Shifts may include setting up and/or breaking down indoor and outdoor tables and chairs, cleaning, vacuuming, spot cleaning, picking up litter, sweeping, mopping, and taking out trash to the dumpster and recycling areas. Facility locations may include cleaning the Boardroom, Jay I. Kislak Classrooms, Main Lobby, Truist Theater, Prefunction Lobby, Large Courtyard, Portal Paseo, Mission Room, Catering Kitchen, and Restrooms. All event shifts also require securing the premises nightly and making sure that all doors in the facility, as well as all of the gates, are properly locked and armed.
• Candidate must report on time to sign in and have a neat, clean, and friendly demeanor.
• Dress code must adhere to the State Dress Code Policy. For event days, candidate is required to dress professionally in all black clothing, including black dress shoes. No t-shirts, sleeveless shirts, workout pants, yoga pants, hot pants, jeans, tall high heels or sneakers are permitted. All tattoos must be covered. Pants are preferred over dresses or skirts, as they give more mobility.

Job Responsibilities Include:

Logistics

The Rental Assistant will monitor logistics for setup and break down for private rental events and conduct routine inspections.  The Rental Assistant will also submit reports immediately following each event.  Additionally, the Rental Assistant will be required to setup and break down meeting spaces. The Rental Assistant may be asked to provide coordination support for certain events. The Rental Assistant will also be asked to learn about the historic site and docent school tours for the museum for large groups of students, and other duties, as needed.

Security

The Rental Assistant will ensure the property of Mission San Luis is safeguarded before, during, and after all rental events and will assist with making sure all event activities comply with policies and procedures.  The Rental Assistant will be responsible for conducting and/ or supervising the inspections of the facility as well as tracking the property of MSL.

Administrative

The Rental Assistant will provide administrative support to the Museum Rentals Manager and the rental office.  The Rental Assistant will assemble client services packets to be distributed to potential rental clients, oversee rentals social media, and assist with client inquiry tours.  She or he will also assist the Rentals Manager with various projects to improve overall efficiency of client services.

Preference

The ideal candidate will have a high regard for customer service, sales, and have experience in rentals and visitor hospitality.  Knowledge of the museum environment is a plus but not a requirement so long as the applicant is willing and interested in learning about Mission San Luis in order to better serve clients and protect the historic property. The candidate will be professional, dedicated and dependable.

How to Apply:

Please submit a resume showing your qualifications for this position; a cover letter explaining your interest in working for Mission San Luis; and three references to:

Attn: Helena Sadvary, Assistant Executive Director, Mission San Luis – A Living History Museum, 2100 West Tennessee Street, Tallahassee, FL 32304

***Please type “Event Assistant” in the subject line if applying by email.***

Send emails to: Helena.Sadvary@dos.myflorida.com

If you have any special skills and talents, please share in your cover letter.

Position:

OPS Staff Assistant: (Working Title: Rental Assistant)

Florida Department of State, Division of Historical Resources, Mission San Luis

Tallahassee, Florida

$15.00 per hour, 28 hours per week

About Mission San Luis

Mission San Luis de Apalachee (MSL) was the western capital of La Florida from 1656 to 1704 and its historic location was designated as a National Historic Landmark in 1960.  The property was purchased by the State of Florida in 1983. After nearly three decades of historical and archaeological research, Mission San Luis is one of the premier Native American and Spanish history sites. Archaeological excavations of the site along with historical research have allowed the state of Florida to reconstruct several of the mission’s buildings. Today, it is the only reconstructed mission in the Southeast that is open to the public to explore.

Criminal Background Checks:

A level 2 criminal background check is a condition of employment. If selected for this position, you must provide your fingerprints. We will send your fingerprints to the Florida Department of Law Enforcement and the Federal Bureau of Investigation for a criminal background check.

Important Notices:

We are committed to enhancing our workforce through the employment of veterans, individuals with disabilities, and seek qualified candidates from diverse cultural backgrounds, abilities, skills, and talents to join our inclusive workforce.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: https://www.sss.gov.

This position is classified OPS (Other Personnel Services).  OPS employees are required to participate in the Social Security alternative retirement plan.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority. Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

Application or resume must include all previous employment.

No phone calls, please. Resumes without cover letters will not be considered.