Description
Join our Team! Leland Management is seeking a full-time Activities Coordinator for Summit Greens, an upscale, active HOA community in the beautiful Clermont area. The ideal candidate will be team-oriented and have excellent customer service skills, along with a magnetic personality. Hours can vary, so we are looking for someone who is flexible to work in the evenings and on weekends as needed. We want to meet enthusiastic candidates with strong organizational skills, capable of planning and managing every detail to create smooth and memorable events, leaving nothing to chance.
The Activities Coordinator is responsible for planning, coordinating, and implementing activities such as workshops, educational classes, social and entertainment programs to enhance the overall community Activities of our residents. Creating and nurturing unique relationships with each resident to ensure the community’s needs and desires are met is key to being successful in this position. The Activities Coordinator will work independently most of the time and must be capable of successfully performing position duties with minimal direct supervision from start to finish.
Requirements
QUALIFICATIONS:
- Proven experience in event planning or managing recreational programs, especially for active adult communities.
- Experience fostering social engagement and creating a sense of community.
- Ability to interact, build relationships and provide a high standard of service to enhance resident satisfaction.
- Demonstrate strong organizational skills and the ability to multi-task in a fast-paced environment, handling multiple interruptions throughout the day.
- Possess impeccable communication skills (verbal and written), including the ability to lead presentations, meetings, and group activities.
- Proficient in Microsoft Office Suite, SharePoint, social media management, event management systems and mass email communication platforms.
- Exhibit a positive attitude and remain professional under all circumstances.
- Ability to stand/walk for up to 8 hours a day.
- Ability to occasionally lift/carry up to approximately 30lbs.
Responsibilities
- Ensure adherence of the community’s governing documents with special attention to its Activities Programming guidelines.
- Lead by example, encourage teamwork, and promote Leland Management’s company philosophy in your onsite location.
- Maintain an Activities Program that reflects the varied interests of the residents and provides enriching social opportunities. Tailor activities to different ability levels and interests while responding to changing resident needs.
- Develop, plan, and produce all event and activity related operations. Attend all events and activities.
- Source and negotiate contracts (and other things) with event-related vendors and suppliers.
- Engage with local businesses to secure sponsorship to help support annual program of events.
- Coordinate necessary permits with governing entities for applicable community events.
- Strengthen local community involvement through promotion of volunteerism among members of the community. Encourage the residents' family members to volunteer and be part of the activities. Recruit, train, and supervise all volunteers to assist with large events.
- Determine a customized marketing strategy for all event/activities.
- Oversee Activities budget to ensure costs are maintained within budgetary guidelines and allocate resources effectively.
- Procure and maintain an adequate supply of materials/equipment for regular activities, keeping within budgetary guidelines, and manage a complete inventory checklist.
- Establish and maintain good relationships and communicate effectively with residents and their families.
- Enhance open communication with residents by utilizing programming surveys and activity questionnaires. Analyze the success and areas of opportunity of events and prepare reports.
- Design, edit, and produce attention-grabbing event-marketing flyers, Summit Greens newsletter, and other materials to attract and encourage participation from residents. Other materials may include performer bios, show synopsis, or itineraries for events.
- Provide website content updates and produce weekly eblasts. Post meeting and event notices on the electronic message boards.
- Update SharePoint according to company standards.
- Update and maintain online event calendar.
- Oversee private event reservations, club activity schedules, ticket sales and scheduling room use.
- Facilitate a walkthrough with members who reserve clubhouse facilities.
- Coordinate and assist Maintenance and other staff members for event set up (i.e., chairs, tables, dance floor, etc.).
- Inspect facility space after each event. Coordinate cleaning and restaging of facility space, including ballroom setup and breakdown.
- Coordinate all activities and provide customer service to the residents of the Community Association.
- Ensures that emails and phones are answered properly, and messages are handled courteously, accurately and timely.
- Politely welcome and assist visitors to the office.
- Understand and apply all safety, security, and emergency procedures.
- Additional duties as assigned by Community Association Manager.
