Event Coordinator

Job DescriptionJob Description

Allied Property Group, Inc. is seeking a Event Coordinator (Lifestyle Director) to become an integral part of our Allied Team

Summary/Objective

The Lifestyle Director is a diverse full-time position with the overall responsibility of providing an exceptional level of social activity for community residents through professional planning, organizing, and scheduling skilled communication via newsletter, flyers, website, meetings. The position is essential to encourage maximum resident participation. Responsibilities include booking and contract administration of rentals, management of rental staff, vendor coordination and onsite coordination of rentals as needed as well as management and training of all Front Desk, Concierge, and Gate House personnel, if applicable.

The Lifestyle Director also provides management, direction, and leadership, along with the General Manager to ensure the property is maintained and operated in accordance with Allied’s objectives.

Allied Culture

As a team member of ALLIED PROPERTY GROUP, INC., you are expected to understand and support the mission statement of the company and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties. As well as being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These are our GREAT values and part of your work practices and expected as part of your daily activities while working at Allied Property Group, Inc.

Job Complexity & Critical Skills

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As a key employee between the client, Allied, and internal support staff, the Lifestyle Director must perform the job duties with a view toward projecting a professional and competent image. Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key.

Lifestyle Director often play a large role in the creation and programming of both recreational and therapeutic activities. They will often work with other staff to develop and implement programs, but they are responsible for ensuring these programs meet any federal or state regulations and are safe and appropriate for all. The Lifestyle Director is also responsible for the scheduling of events.

The position is fundamental to provide superior social activity to the community and includes working closely with the residents and Allied’s On-Site staff to facilitate this result. Strong interpersonal, customer service, planning and organizational skills are requited. Below are some of the essential functions of the job:

• Schedules and organizes complex activities such as meetings, special events, travel, conferences, rentals, department activities or property lifestyle programs with the highest integrity.
• Assists in planning events – acquiring entertainment, caterers, decorations or any other requirements necessary to conduct a successful event.
• Daily oversight of the Front Desk, Concierge and Gate House staff and/or other team members on-site.
• Develop Standard Operating Procedures for the community to ensure service excellence is met.
• Assists in recruiting, hiring, training, scheduling, and evaluating Association Personal.

• Assists in coordinating tours.
• Ensures room rentals are reserved in accordance with the Association guidelines and rental agreement.
• Builds a high level of involvement by residents in all activities/special events.
• Coordinates special considerations for meeting rooms (ex: room settling, microphones, projection screen, etc.). Maintains a reservation calendar to verify availability of facility areas.
• Maintains a registration list for all activities/ classes/events.
• Organizes and prioritizes large volumes of information and calls.
• Responding to rental inquiries in a timely, effective, and proactive manner
• Scheduling and providing venue tours of the property by appointment and assist in property orientation for new Residents.
• Following up with interested renters to book rentals.
• Renter and vendor contract and document administration.
• Providing one‐on‐one coordination meetings with renters prior to their rental (varies according to rental package).
• Acts as a liaison with other departments and outside agencies, including high-level staff such as District Managers, Vice-Presidents, Board members, and chief Engineers.
• Handles confidential and non-routine information and explains policies when necessary.
• Coordinates division of workload with the administrative assistant at the property.

• Maintain, update, type, and coordinate account information in computer database.
• Coordinate and track important dates and meetings, such as annual and budget meetings.
• Ensure that all communication is handled in a professional and courteous manner from the team on site. Also ensures that phone messages and e-mails are responded to appropriately and within 24-hours, business hours.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily, in a timely manner.

• Assist with producing minutes for Board Meetings.
• Assist with preparation of the Board Agenda’s and Board Packet.
• Ensures coding and entering all Invoices for the community is done according to company standards.
• Assists in cutting checks for payment of services in a timely manner (instructors, entertainment, caterers, etc.).
• Responsible to work closely with Committee’s and each Committee Chairperson of various activities, clubs, and special interest groups (Book Club, wine events, Mahjong, Bridge, Art, Photography, etc.).
• Assist with gathering quotes and proposals for projects or events for the community.
• Daily management of the office staff and/or other team members on-site.
• Supply ordering for Maintenance, Housekeeping, and the Office.
• Provide activities information for the website and newsletters.
• Assist in posting all agenda to proper physical locations and to the website.
• Responsible for making sure information in Enumerate is kept up to date.
• Assists Administrative assistant to make sure that Vendor Packets are processed for all Vendors.
• Assists Administrative assistant to monitoring of Vendor License and Insurance Expirations.
• Solicits information from the residents of their desires for specific activities and incorporates those into the schedule when feasible.
• Takes photographs of classes/activities/special events, which are used on the website to promote additional resident participation.
• Creates and coordinates weekly and monthly newsletters.
• Assists in evaluating and critiques of activities, monthly.
• Prepares a yearly budget for Lifestyle activities and working within guidelines. Responsible for accurate accountability of all activity funds.
• Available to residents to answer questions, to consider new ideas and to respond to social activity needs.
• Proactively develop and propose solutions to problems and anticipate the needs of members.
• Interact with local organizations to network and promote the community.
• Communicate effectively with others, both orally and written.
• Represent the community with the utmost professionalism.

 

Competencies:

Supervisory Responsibility; This position will be responsible in supervising team members and/or departments at the property. In addition:

• Problem Solving/Analysis.
• Leadership.
• Teamwork Orientation.
• Customer/Client Focus.
• Time Management.
• Communication Proficiency.
• Technical Capacity

Work Environment

This position is located in a residential condominium or homeowners association with a Resort like setting. The position will be in an office environment.in-doors as well as throughout the property out-doors. The environment will be busy and loud during events. The events are hosted at the property. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 30 pounds or less, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures. In this role you may be the only employee present to set up an event. You will need to be able to work alone and be able to set up tables, chairs, chair equipment, etc. by yourself whether indoors or outdoors.

Position Type/Expected Hours of Work

This is a full-time exempt position. Days and hours of work will be scheduled, weekly, based needs of the property. Scheduled working days will often be on the weekend.

Travel

Minimal local travel will be required for this position. The job will require to purchase or rent equipment and items for events on property. Driving to and from the vendors may be necessary. Travel will also be to attend meetings and training at an off-site location, generally within the city limits of the job site.

Required Education and Experience

• Prior experience in a related position; a minimum of 3 years’ experience INCLUDING 1 year in a social or recreational program.
• Bachelor’s degree.

• Working knowledge of computer and associated programs; MS Office Suite.

• Flexible work schedule to be able to supervise activities and special events according to their planned day and time.

• Ability to multi-task, set, and manage priorities.

• Must possess excellent written, verbal and non-verbal communication skills, creative, caring, able to work under high-pressure situations.
• Must be able to plan, implement and evaluate an ongoing activity program. Must be able to order and maintain the supplies necessary to support the activity program.
• Must be able to work within a budget.

• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Must function in a team organized environment.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Bi-lingual in Spanish may be required at some communities whereas most of the population and clients are Spanish only speakers.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

 

 

Company DescriptionAllied Property Group, Inc. is a family-owned and operated full-service property management company that has proudly managed Homeowner Associations and Condominiums in Florida since 2003. We manage communities in Monroe, Miami-Dade, Broward, Collier, Lee, and Charlotte counties, are members of the Community Association Institute, and are accredited with the Better Business Bureau. We have a stellar reputation in the marketplace and pride ourselves on offering solutions to problems faced by associations. We provide a personal touch to increase positive relationships with our board members and unit owners alike.

We are drug-free working environment. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.Company DescriptionAllied Property Group, Inc. is a family-owned and operated full-service property management company that has proudly managed Homeowner Associations and Condominiums in Florida since 2003. We manage communities in Monroe, Miami-Dade, Broward, Collier, Lee, and Charlotte counties, are members of the Community Association Institute, and are accredited with the Better Business Bureau. We have a stellar reputation in the marketplace and pride ourselves on offering solutions to problems faced by associations. We provide a personal touch to increase positive relationships with our board members and unit owners alike.\r
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We are drug-free working environment. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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