Rentals Program Manager

Central City Opera•Central City, CO

3d•$58,000 - $65,000•Hybrid

About The Position

The CCOM Rentals Program Manager is responsible for launching, managing, and growing a profitable Rentals Program in Central City, starting with CCOHA’s Teller House as the flagship venue. This is a new initiative designed to activate CCOHA’s venues year-round to generate profitable event rentals in one of Central City’s most iconic historic properties, the Teller House, along with other locations from CCOHA’s portfolio of properties as they become available for rental through CCOM. This role blends event management, client services, vendor relations, and operational oversight to ensure a seamless, professional, and historically respectful rental experience. The person in this role will also oversee retail operations in the Teller House. The ideal candidate is a skilled project manager and event coordinator familiar with CCOHA properties in Central City who demonstrates strong communication, customer service, organizational, entrepreneurial sales and leadership skills, and is capable of balancing client-facing duties with behind-the-scenes operations, systems management, and strategic growth.

Requirements

3+ years experience in event management, venue operations, or hospitality administration.
Strong organizational, administrative, and time management skills.
Experience with client communication, contracts, and sales processes.
Expert user of Microsoft Office Suite of business tools and Client Relationship Management (CRM) systems.
Confident, polished, and customer-oriented communication style.
Ability to work in Central City regularly, including weekends and evenings as required by event schedule.
Commitment to historic property preservation and guest safety.

Nice To Haves

Experience with heritage, cultural, or nonprofit venues, Central City Opera House Association, in particular.
Familiarity with event software (e.g. TripleSeat, Caterease, or similar CRM platforms).
Experience managing small teams and freelance event staff.
Knowledge of Colorado’s event, hospitality, and vendor landscape—especially within mountain communities.
Marketing or social media experience in events or hospitality.

Responsibilities

Oversee all aspects of the Teller House Rentals Program as outlined in the Standard Operating Procedures (SOP) with documented adjustments as business flow informs.
Verify and maintain all city/county/state/federal licenses required for venue operations.
Manage the full client lifecycle — from outbound marketing, to inquiry, to post-event follow-up — using consistent workflows and templates (inquiry forms, proposals, contracts, invoices, event orders, surveys) included in event management software system TripleSeat.
Maintain the Rentals Program calendar, business files, and communication records; coordinate flow of information with CCOHA personnel.
Ensure all rental agreements, event documents, and client files are properly created, stored, and archived.
Track expenses, payments, and commissions using TripleSeat software, Excel and other financial management tools and processes as needed.
Prepare monthly or per-event invoices to CCOHA for staffing and commissionable revenue.
Serve as the primary point of contact for all rental clients, providing timely responses, accurate quotes, and professional communication.
Conduct venue tours, planning visits, and site walkthroughs with potential and confirmed clients.
Coordinate event logistics and setup per event orders and approved room configurations.
Verify event insurance, permits, and vendor compliance.
Oversee event-day operations, ensuring historic preservation guidelines, venue policies, and safety procedures are followed.
Develop and maintain a Preferred Vendor List, prioritizing local and regional vendors aligned with Teller House standards.
Conduct vendor outreach, coordination, and documentation collection (licenses, insurance, policies).
Organize seasonal Vendor Open Houses to strengthen partnerships and generate marketing content.
Facilitate vendor load-in, setup, and breakdown logistics on event days.
Serve as Manager on Duty. Recruit, schedule, and manage any additional required part-time staff and contractors, including event assistants, venue cleaners, and setup/strike crew.
Provide staff training on customer service, venue preservation, safety protocols, and SOP compliance.
Oversee operations on event days and confirm post-event documentation and reports.
Implement the rentals pricing structure and discount policies (nonprofit, local resident, weekday rates) with a keen eye for dynamic pricing and packaging opportunities based on demand.
Confirm and estimate any necessary changes to operations and administrative fees, cleaning fees, and other required cost structures with clients.
Ensure all payments and deposits are collected according to contract terms.
Support accurate financial reporting and collaborate on revenue tracking and forecasting.
Work closely with the Director of Historic Property to manage and maintain inventory, equipment, and venue access.
Enforce venue use, décor, and preservation policies to protect historic property rentals.
Conduct post-event walkthroughs to confirm cleanup, record damages, and approve refunds or additional charges as needed.
Execute marketing and outreach plans for the Rentals Program.
Manage updates to rental listings on the website, Google Business Profile, and social media platforms, etc.
Coordinate with CCOHA staff to establish consistently branded website presence and visuals/descriptions/copy for promotional purposes.
Assist in coordinating photography, content collection, and promotional events such as vendor open houses.
Represent the Rentals Program professionally at community events and industry gatherings.
Ensure that the gift shop is staffed appropriately for retail operations during CCOHA’s summer festival with a combination of paid and volunteer personnel.
Train and schedule retail personnel, cover shifts if/as needed to ensure continuity of operations adjacent to Festival performances.
Implement daily/weekly financial reporting and inventory tracking for CCOHA accounting department and auditors.
Coordinate procurement and sale of CCO branded and historically relevant items with CCOHA Managing Director of External Affairs.
Manage inventory of perishable goods and recommend items for sale using analysis of cost of goods sold and local market demand.
Responsible for stewarding retail operations from a service and brand awareness outlet toward a profit center.