Rental Coordinator

Rental Coordinator

ABOUT

Botanica, The Wichita Gardens, is a botanical garden located in the Riverside neighborhood of Wichita, KS. Botanica opened in 1987 and hosts thousands of guests each year. Winner of multiple national and regional awards, Botanica is known for its robust plant collections, outdoor sculptures, annual tulip display, and holiday light show. The volunteer core work in a variety of capacities across the gardens and are instrumental members of the Botanica Team.

This is a year-round, part-time position, 25-30 hours per week. Evening, weekend, and holiday work required.

Position Overview

Botanica is seeking an enthusiastic, organized, and guest-focused Rental Coordinator to support the planning and execution of private rental events, including weddings, corporate gatherings, celebrations, and special occasions hosted throughout the gardens.

Working closely with the Rentals Manager, this position focuses on event logistics and coordination after contracts are signed. The Rental Coordinator serves as the bridge between clients and internal teams, ensuring event details are communicated effectively, and every event is prepared for success. This role is ideal for someone who enjoys working with people, thrives in a fast-paced environment, and has a passion for creating memorable guest experiences.

Key Responsibilities

Event Coordination & Logistics

• Review signed rental contracts and coordinate event details with Facilities, Hospitality, Guest Services, and other departments.
• Assist with event preparation, timelines, logistics, and execution.
• Facilitate event setup, vendor arrivals, and event transitions.
• Conduct walkthroughs of event spaces before and after rentals.
• Communicate event needs, updates, and changes to internal teams to ensure seamless execution.

Administrative & Client Support

• Serve as a professional point of contact for rental clients throughout the planning process.
• Assist with client communications, payments, deposits, and collection of outstanding balances.
• Maintain event calendars, rental documentation, client records, and data entry.
• Support venue tours, client meetings, and preparation of event timelines and checklists.
• Provide exceptional customer service to clients, vendors, and guests.

Facility & Event Operations

• Help ensure event spaces are organized, prepared, and ready for scheduled rentals.
• Coordinate hospitality and catering needs when applicable.
• Communicate with event needs, concerns, and facility issues to the appropriate teams.
• Help ensure clients and vendors follow Botanica's rental policies and procedures.
• Provide general operational support during events.
• Serve as on-site event coverage during occasional evenings and weekends when needed.

Qualifications

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Exceptional customer service and hospitality mindset.
• Dependable, detail-oriented, and proactive.
• Ability to multitask and adapt to changing priorities.
• Comfortable working independently and collaboratively across departments.
• Previous experience in events, hospitality, customer service, or administrative support preferred.

Schedule & Availability

This is a part-time position (30 hours per week) with a flexible schedule based on the event calendar. Availability during occasional evenings, weekends, and holidays is required.

What We're Looking For

We're looking for someone who works well with others, takes initiative, anticipates needs, and understands that successful events are built on attention to detail, teamwork, and exceptional customer service.

The ideal candidate is someone who can jump in where needed, solve problems with confidence, and help ensure every event at Botanica is a positive experience from beginning to end. They are highly organized, thrive in a fast-paced environment, communicate effectively across teams, and approach every interaction with a customer service first mindset.

Pay: $15.30 - $18.00 per hour

Benefits:

• Employee discount
• Flexible schedule

Work Location: In person