HOA Activities Coordinator (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary

Under the direction of the General Manager, the Activities Director plans and implements recreational activities, which include but are not limited to special events including use of the game room, arts and crafts room, fitness center, pool, spa, patio, BBQ, computer lab, ballroom, theater, bocce ball, tennis, horseshoes, shuffleboard and paddle ball. The Activities Director will have significant contact with residents and vendors associated with Lodge Activities. Building and maintaining relationships is paramount, as the Activities Director will have significant contact with residents and vendors associated with the Lodge activities. Seeking feedback from residents in addition to determining what types of activities would be effective are important in positively shaping the residents’ overall experience.

Essential Duties And Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Activities Coordinator Duties

• Plans, coordinates, and directs social activities and provides general assistance with Lodge-associated operations. Creates a monthly calendar of events to promote social and recreational interaction among the residents.
• Reports resident feedback and issues to the Board of Directors and General Manager.
• Maintains all facility documents including, but not limited to, supply orders, reservation reports, club applications, income reports for events, excursions.
• Maintains a master calendar for use of rooms in the Lodge and ensures space is available and coordinates the required set-up for Board of Directors and Board Committee meetings, either scheduled or unscheduled as well as other uses appropriate for the community.
• Maintains liaison with the residents, guests, and General Manager. Plans and implements Lodge activities and special events; sets up classes and workshops.
• Works with the Social Committee Chairperson in implementing Lodge activities.
• Attends monthly Activities Committee meetings and meets frequently with the Activities Chairperson and designated Committee members on social functions.
• Supervise aspects of the fitness and wellness program.
• Prepares requests for funds for events, social activities, and activity groups, together with any necessary or requested supporting documentation.
• Administers, with oversight of the General Manager, the Lodge Activities Committee budget as approved by the Board of Directors.
• Is available for consultation regarding planned events as required.
• Assist with Website/IT Committee with updates to the website and any requests made from the committee.
• Coordinates with necessary staff or vendors for set-up requirements for major events in the Lodge.
• Maintains the Bulletin Board, Lodge information center, and flyer rack(s) with current information at the Lodge.
• Attends, upon request, Committee, and special group meetings by invitation of the Chairperson to explain Lodge use procedures. Coordinates social and recreational activities with all appropriate groups.
• Maintains inventory of supplies and submits purchase orders to restock at the Lodge on proper facility documents.
• Provide oversight for the Lodge including opening and securing the building, supervising its use, and reporting any needs for care or maintenance to the Maintenance Supervisor.
• Enforces all Lodge rules and regulations; recommends changes to rules and regulations when appropriate to the General Manager.
• If directed by the General Manager, obtain necessary licenses from departments of the city, County, and State. Controls and maintains compliance with health, fire, and liquor regulations pertaining to all facilities.
• Performs research and special projects at the direction of the General Manager.
• Balances the petty cash box once per week and provides the cash box balance to the General Manager.
• Manage and control the association budget as it relates to petty cash, events, activities, and equipment.
• Performs the petty cash box reimbursement requests bimonthly and provides change as needed for the petty cash box.
• Prepares the monthly newsletter with articles/advertisements / updated information related to Activities.
• Supervises Lodge Attendants including but not limited to coordinating staffing for activities and facility coverage, reviewing and approving timecards and performance evaluations.
  
  

Requirements

Knowledge, Skills and Experience:

• Minimum 1-year related experience, preferably in HOA environment.
• Microsoft Office programs (Outlook, Word, Excel, and Publisher)
• General office equipment (copy machine, fax, postage machine)
• Ability to type at 50 wpm.
• Ability to effectively coordinate multiple projects, use time management skills and exercise independent judgment.
• Intermediate mathematics, spelling, and English writing skills.
• Pleasant telephone voice with clear and concise pronunciation of words.
• Ability to communicate clearly and efficiently.
• Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders.
• Ability to work with confidential/sensitive information and use diplomacy in communicating such information.
• Effective calendar management and follow-up skills.
• Professional image or business image per policy.
• Ability to effectively and efficiently handle shifting priorities and deadlines.
• Ability to operate equipment as defined by the position.
• Valid Driver’s License.
  
  

Certifications and Licenses: (Upon Hire)

First Aid

CPR Certified

AED

Minimum Education

High School diploma or equivalent required.

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

Availability

In addition to working regular business hours, this position may be required to work evenings as well as weekends and holidays to ensure the success of all events.

Working Environment

The Activities Coordinator/Lodge Attendant works in a well-lighted, clean environment. S/he constantly interacts with other people and may have to handle several responsibilities at once. The Association maintains a smoke-free environment in its offices, buildings, and Lodge complex.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.