Communications Coordinator

Description:

Department: Administration

Job Type: Full Time

Hours: 40 hours per week

Job Location: Onsite

Description

The Communications Coordinator for the HOA Clubhouse will be responsible for developing, coordinating, and executing communication strategies to enhance engagement within the community. This role requires excellent written and verbal communication skills, organizational abilities, and a proactive approach to ensure all messaging aligns with the association’s goals. The Communications Coordinator will serve as the primary point of contact for disseminating information to residents, managing social media platforms, maintaining the community website, and coordinating event promotion.

Key Responsibilities:

Communication & Content Development:

• Draft, edit, and distribute official communications to residents, including email blasts, newsletters, and announcements.
• Ensure accuracy and professionalism in all written materials, including event notifications, meeting announcements, policy updates, and emergency alerts.
• Create, update, and maintain communication templates for various types of outreach, ensuring consistency in messaging.
• Manage community bulletin boards, both physical and digital, with timely updates and relevant information.
  
  

Website & Social Media Management:

• Maintain and update the HOA’s official website, ensuring that information is current and relevant to residents.
• Oversee social media accounts (e.g., Facebook, Instagram) to engage with the community, promote events, share important updates, and address resident inquiries.
• Monitor community engagement on social media, respond to comments/questions, and ensure all online communication aligns with the association’s guidelines and values.
  
  

Event Promotion & Coordination:

• Collaborate with the Events and Entertainment Committee to promote clubhouse activities and community events through various communication channels.
• Design and distribute promotional materials (flyers, social media posts, emails) for upcoming events, ensuring that all materials are aligned with the HOA’s branding guidelines.
• Coordinate RSVPs and registration for events as needed, ensuring effective communication between residents and event organizers.
  
  

Resident Relations:

• Serve as the main point of contact for resident inquiries related to communications, providing clear and timely responses.
• Collect feedback from residents regarding communications and suggest improvements to enhance clarity, engagement, and efficiency.
• Manage and maintain the resident database, ensuring contact information is up-to-date and integrated with all communication platforms.
  
  

Meeting Support:

• Assist in preparing meeting agendas, minutes, and announcements for HOA board and committee meetings.
• Distribute meeting notifications to residents and ensure proper documentation is available on the website and other platforms.
• Coordinate virtual meetings and ensure all digital communications tools are functioning properly.
  
  

Crisis & Emergency Communication:

• Act as the primary coordinator for emergency or urgent communications, ensuring that residents receive timely and accurate information.
• Work with the Community Association Manager to draft crisis communications and disseminate them efficiently.
  
  

Vendor & Service Provider Liaison:

• Coordinate with service providers (e.g., printing services, media vendors) to ensure timely delivery of communication materials.
• Manage vendor communications related to promotional material design, printing, and distribution.
  
  

Data & Analytics:

• Track and analyze engagement metrics for communications, social media, and the website, providing reports to the Community Association Manager and the Board of Directors.
• Suggest improvements based on performance data and resident feedback to enhance communication strategies and effectiveness.
  
  

Qualifications:

• 2+ years of experience in communications, public relations, or a similar role, preferably within an HOA or property management setting.
• Strong written and verbal communication skills, with a keen eye for detail and accuracy.
• Proficiency in digital communication tools, including email marketing platforms (e.g., Mailchimp), website CMS (e.g., WordPress), and social media platforms.
• Familiarity with graphic design tools such as Canva, Adobe Creative Suite (Photoshop, Illustrator) is a plus.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Strong interpersonal skills with the ability to engage residents, staff, and board members effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools like Google Drive.
  
  

Work Environment:

• This position will primarily be based at the HOA clubhouse and may require occasional evening or weekend work for events, meetings, or urgent communication needs.
• Interaction with residents and community members is frequent, requiring a professional, courteous demeanor at all times.
  
  

Requirements:

Physical Requirements:

• Ability to sit at a desk and work on a computer for extended periods.
• Occasional lifting of up to 25 pounds when setting up events or distributing materials.