Community Engagement Coordinator

2 weeks ago

Flagstaff, Arizona, United States Forest Highlands Highlands Association Full time

Position Summary:


The Community Engagement Coordinator serves as a vital link between the Forest Highlands members and the management team, including the General Manager, CFO, and Board of Directors.

This role is dedicated to ensuring that inquiries from members, contractors, the public, and other external stakeholders are addressed promptly and professionally through various communication channels, including in-person interactions, phone calls, and written correspondence.

This position is primarily responsible for providing administrative support to the General Manager, CFO, Design Review Committee, and the Forest Highlands Foundation Board of Directors.


Key Responsibilities:
  • Customer Interaction: Welcome members and assess their needs while explaining services, processes, and guidelines related to club operations. Respond to all member inquiries via phone and email, ensuring that all communications are professionally crafted, reviewed, and dispatched. Handle sensitive and confidential information with discretion and sound judgment.
  • Event Coordination: Oversee the planning and execution of Forest Highlands Foundation meetings and events from start to finish. Manage Design Review Committee meetings, assisting the General Manager, CFO, Foundation Board members, and Design Review consultants with meeting preparation, including agenda maintenance, creation of pre-meeting materials, note-taking, and distribution of minutes.
  • Administrative Duties: Develop and maintain spreadsheets utilizing advanced Excel functions for reporting and tracking purposes. Manage office equipment and supply inventory, distribute incoming mail, and create various communication documents using Adobe and Microsoft products. Perform essential administrative tasks such as filing, faxing, photocopying, and scanning.
  • Design Review Support: Provide administrative assistance to the Design Review Committee and external consultants, interacting with club members, contractors, architects, and landscapers. Track and manage plans submitted for review, ensure accurate billing for DRC fees, and communicate with members regarding DRC matters.
  • Foundation Liaison: Act as administrative support for the Forest Highlands Foundation Board of Directors, managing member interactions, tracking donations, sending acknowledgment letters, and assisting with fundraising initiatives as necessary.


Qualifications:
To excel in this role, candidates must meet the following requirements:

  • Associate's Degree and/or a minimum of 2 years of experience in an administrative or customer relations capacity.
  • Exceptional written and verbal communication skills.
  • Proficient typing skills and advanced knowledge of Microsoft Word, Outlook, Excel, and PowerPoint.
  • Professional demeanor with strong interpersonal skills for face-to-face and telephone interactions.
  • Ability to manage multiple projects simultaneously and effectively apply interdepartmental information.
  • Self-motivated with excellent customer service skills and a positive attitude.
  • Strong organizational and time management abilities.
  • Flexibility to work evenings, weekends, and holidays as required.
  • Meticulous attention to detail and the ability to learn new software quickly.
  • Prior knowledge of Golf Club/HOA operations is advantageous.


Language Proficiency:
Ability to read and interpret various documents, including safety guidelines and procedural manuals. Effective communication skills with guests, management, vendors, and other employees.


Mathematical Skills:
Competence in basic arithmetic operations using whole numbers, fractions, and decimals.


Reasoning Skills:
Ability to apply common sense to follow instructions and address problems involving multiple variables.


Work Environment:
This position is situated in an open office environment within a golf/country club setting. Candidates should be comfortable working in a dynamic office atmosphere with multiple colleagues. Physical demands include the ability to lift up to 25 lbs regularly and up to 50 lbs occasionally, as well as frequent walking, sitting, standing, and other physical activities.


Equipment Utilized:
Copier, fax machine, telephone, computer, laminator, printer, golf cart, and virtual meeting platforms.

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