Events & Activities Coordinator

Job Overview: The Events and Activities Coordinator serves the residents of the Community of Rancho Mission Viejo by connecting and engaging the residents of the community through the varying services provided through RanchLife, RanchRide, and Rancho MMC under the service contract provided by FirstService Residential. This position will primarily provide quality day-to-day planning, coordination, implementation and oversight of Community events and activities in support of Rancho Mission Viejo Community Services Organization (RanchLife), its Board of Directors, the RanchLife Director, and the CSO team. The Community of Rancho Mission Viejo or “The Ranch” is located in South Orange County. The Ranch will be developed over the coming decades into multiple villages offering homes for people of all ages and all lifestyles. The community will have many parks, playing fields, trails, recreational facilities, school sites, houses of worship, retail and commercial center, and more. The community is slated for 14,000 homes to be built over these years of development all of which falls under the careful care of management of RanchLife (the Community Service Organization) and Rancho MMC (the Master Maintenance Corporation). Compensation: $31-33/hr FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future. Job 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. Develop, collaborate, coordinate and implement customized intimate and large-scale community events to ensure intergenerational and neighbor to neighbor interactions by creating a unique lifestyle for the residents Ensure excellence in customer service and resident relations Support RanchLife Team as necessary to include running errands to include picking up event or activity food, restocking supplies, etc. Help maintain all RanchLife storage areas to include inventory control Follow best practices and procedures to ensure compliance of Insurance/Risk Management for RanchLife with insurance broker and for all vendors and service providers Ensure timely and accurate documentation for all community event plans, vendor contacts, financial, event summary reports, etc., as required in the standardized format using FirstService Residential best practices and templates Ensure timely and accurate reports to supervisor, board of directors, and others as requested Ensure approved vendors are compliant with insurance and permitting requirements and provide oversight of all vendors for events and activities to include review of all vendor invoices prior to payment Development of positive working relationships with all community event vendors and hold them accountable for excellent services to the residents Work with the Project Coordinator to monitor and update the master community event calendar weekly as needed and ensure accuracy for posting on all communication platforms (i.e. RanchLife App, RanchLife website, etc.) Identify resident interest for community events and other activities to support activation of community facilities and assess when survey tools are necessary in collaboration with the RanchLife team. Work collaboratively with the RanchLife Director and the Programmers, Partners, Clubs, and vendors to tap resources that will provide added value to the event activities Utilize budget tools to include monitoring expenditures of the community events to ensure management of expenses to stay within budget and ensure accurate General Ledger coding Oversight and coordination of resident excursions in collaboration with RanchLife and RanchRide Attend and participate in RanchLife and Rancho MMC Board meetings as required Provide community events and activities content for all communication platforms Work collaboratively with the RanchLife team to create and implement promotion strategies to ensure timely promotion of events and other community activities To provide support to the volunteer ambassadors and volunteer resident led Clubs as directed by RanchLife Director Other responsibilities as determined by RanchLife Director Additional Duties & Responsibilities: Demonstrate strong organizational skills, prioritization of tasks, multi-tasking and time management skills, working independently, as well as within the team structure Must possess strong customer service skills and positive attitude Some business social media experience is helpful Experience with the Adobe Creative Suite and/or Canva is a plus Must possess exceptional communication skills (verbal and written) Must be able to work occasional weekend and evening hours if needed (and Thanksgiving Day morning) Must have reliable transportation, a valid CA Driver’s License and state-mandated vehicle insurance Demonstrated ability to engage with the public effectively and cultivate positive relationships Ethical Standards: Commitment to strong ethical practices and sound judgment in decision-making. Ability to work both independently and as part of a team, fostering a constructive environment by: Sharing ideas positively and constructively. Actively listening to and considering suggestions from others. Keeping commitments and communicating progress, timelines, and challenges transparently. Addressing issues constructively to achieve practical solutions. Respectfully acknowledging colleagues by name and title. Valuing and respecting the diversity of our workforce in all actions, words, and deeds. Skills & Qualifications: 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. Proficient in speaking, reading and writing English as this position requires interfacing verbally with the public, tenants, peers and supervisors. Bilingual in Spanish helpful An ability to follow oral and written directions, keep accurate records, fill out logs and journals, and perform administrative operational functions. Ability to prepare written reports and complete log sheets. General math skills. Ability to determine next level involvement for problem resolution. Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively. Ability to make decisions and solve problems creatively. Education & Experience: 4-year college degree preferred, with hospitality, community relations, nonprofit special events or recreation management emphasis Minimum of two (2) years of community event planning, coordination and implementation experience Minimum of one-year experience working with volunteer Boards, Committees, and or age qualified groups desired Proven track record for successful fundraising and/or special event coordination in the charitable non-profit field desired Experience in obtaining permits Working knowledge of MS Office suite – including Word, Excel, PowerPoint, Outlook Demonstrated commitment to continual learning as evidenced by attendance at seminars/ industry workshops, either as an attendee or certifications in relevant field Training will be required in the following areas: Connect, Facility Reservation System, community website, and RanchLife App 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. 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 Must be able to sit and/or stand for extended periods of time. Must be able to lift up to 35 pounds to support community events and activities set up and tear down. Must have finger dexterity for use of a keyboard. The work environment characteristics are small office conditions at an onsite facility. Occasional evening and weekend meetings/events will be required. Consistent and regular attendance required. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs. Tools & Equipment Used: General office equipment Valid California State Driver’s License and state mandated insurance. Travel: Some local travel may be required. Must be able to drive to different Company locations if requested What We Offer: Medical, dental, and vision plans (full time and part time 30+ hours) Part time 20+ hours qualify for dental and vision 401K match Time off including vacation, sick, and company paid holidays Pet insurance available Verizon discount Tuition reimbursement Legal services Free emotional wellbeing and daily life assistance support for all associates Domestic partner coverage Health savings account Flexible spending account About Us: FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development. Disclaimer: The above information in 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. FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.