Lifestyle Coordinator/Admin Assistant (51519)

$18/hour

 

Part Time

 

Job Responsibilities

 

The position of the Lifestyle/Events Coordinator is intended for someone who can effectively plan, coordinate and attend events and programs for a diverse demographic group (including children, adults and seniors while exhibiting energy and enthusiasm for the community. The Coordinator shall possess exceptional organization skills where the ability to be a self-starter, the capacity to work with a team, as well as independently, is critical. The successful candidate for the position will exhibit positive energy and enthusiasm for the events in the Master Association.

 

Essential Duties & Responsibilities

 

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

 

• Plans, organizes and directs social activities and events for a multigenerational community.
• Maintains a master calendar for use of the rooms in the Recreation Center, allocating space as needed for Board and Committee meetings.
• Work with the Programs/Events Committee and its volunteers to produce events,), classes, programs, etc. taking into consideration some of the ideas presented by members of the committee, all to continue to promote and maintain a true sense of community.
• Is available for consultation regarding planned events as required. Review all programs/events with manager to insure research on right track prior to announcement of upcoming event as well as budget therefor.
• Obtain all required paperwork from service providers for events to include contract, insurance certificates, W-9 prior to event.
• Gather information, write feature articles and update the monthly newsletter through use of Constant Contact.
• Periodically send e-mail blasts to insure communication to homeowners and residents is timely.
• Create and manage the activities/events monthly calendar.
• Coordinate, recruit, train and work with volunteers from the community to insure events are properly and safely staffed.
• Account for all event expenditures, maintaining a spreadsheet which outlines each event each month and the costs of the event as evidenced by receipts for expenditures attached to each event (for accounting/budget purposes).
• Prepares requests for funds for events, social activities and activity groups, together with any necessary or requested supporting documentation, to include, but not limited to, contract, insurance certificates, W-9 forms.
• Work with the managers to prepare a budget for the Signature Events for each year, allocating funding for each of those events and outlining other events and funding that may occur throughout the coming budget year.
• Administers, with oversight of the Community Manager, the Events budget as approved by the Board of Directors.
• Be able to work flexible hours, days, evening and weekends to allow coordination of, and attendance at, all events to include working weekends, evenings and holidays while maintaining a 40 hour work week. Skillfully handle all inquiries regarding the rental of the Recreation Center, its services and its facilities, obtaining room design, copies of insurance certificates naming Master Association as additional insured, W-9 and any other contractual paperwork required for a homeowner event in the Recreation Center.
• Coordinate with Community Manager for any set-up requirements of maintenance personnel for all Signature Events and other programs including room rental contracts.
• Coordinate with Community Manager any requests for additional staffing for Signature Events.
• Maintains the bulletin board, recreation center information center and flyer rack(s) with current information.
• Maintains inventory of supplies and submits purchase request to restock at the Recreation Center

 

Additional Duties & Responsibilities

 

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

 

Supervisory Responsibility

 

N/A

 

Education & Experience

 

High School Diploma Or Equivalent Required. College Degree Preferred.

 

Knowledge, Skills & Proficiencies

 

To perform this job 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.

 

• Minimum two (2) year’s experience in Lifestyle/Events Management or in a comparable role.
• Community/Homeowner Association experience a plus.
• Exceptional communication and organizational skills
• Strong knowledge of Marketing Communications best practices
• Tasks require a strong attention to detail and ability to work under tight deadlines.
• Knowledge of web tools and experience with popular content management systems
• Ability to manage multiple projects in a fast-paced, deadline-driven environment
• Good PC Applications skills including MS Office, Adobe Photoshop and Web content management software
• Proven ability to build consensus and work effectively within a cross-community team
• 3-5 years experience managing content and production for websites and publications
• Bachelor’s degree in English, Journalism, Technical Writing or a related field a plus

 

Physical Requirements / Working Environment

 

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

• Position involves sitting, standing and/or movement throughout the day. Must be able to transport oneself not only around the office, but also around the Community Association.
• Duties of maintaining files and records will involve stooping, bending, lifting, and grasping, pushing, pulling, or otherwise moving objects weighing as much as 45 lbs. This type of activity may occur several times throughout the day.

 

Working Conditions:

 

• Performance of duties may require employee to be both inside and outside. Inside temperature will be controlled and the use of fluorescent lighting will exist. Outside may require employee to be exposed to the elements, which may include wind, rain, cold and extreme heat.
• Professional indoor office environment

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

 

Travel

 

N/A

 

Disclaimer

 

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.