Community Engagement Coordinator

2 weeks ago

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

Position Summary:


The Community Engagement Coordinator serves as the primary liaison for members of the Forest Highlands Association, facilitating communication with the General Manager, CFO, and Board of Directors.

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

This position also provides comprehensive administrative support to the General Manager, CFO, Design Review Committee, and the Forest Highlands Foundation Board of Directors.


Key Responsibilities:
  • Customer Relations: Welcome members and assess their needs while clearly explaining services, processes, and guidelines related to the Association's operations. Respond to all member inquiries via phone and email, ensuring all correspondence is accurately created, reviewed, and dispatched. Handle sensitive and confidential information with discretion and professionalism.
  • Event Coordination: Oversee the planning and execution of meetings and events for the Forest Highlands Foundation, as well as the Design Review Committee. Assist the General Manager, CFO, and Board members with meeting preparations, including maintaining agendas, creating pre-meeting packets, taking notes, and distributing minutes while ensuring follow-up on action items.
  • Administrative Support: Develop and maintain spreadsheets utilizing advanced Excel functions to generate reports and lists. Manage the ordering and maintenance of office supplies and equipment. Organize incoming mail and create various communication documents using Adobe and Microsoft applications as required. Perform general administrative tasks such as filing, faxing, photocopying, and scanning.
  • Design Review Coordination: Provide administrative support for the Design Review Committee and external consultants, interacting with members, contractors, architects, and landscapers. Track and manage plans submitted for review, ensure timely billing for fees, and prepare meeting agendas and informational packets.
  • Foundation Liaison: Act as administrative support for the Forest Highlands Foundation Board, managing member interactions, tracking donations, sending acknowledgment letters, and assisting with fundraising events as necessary.

Qualifications:
To be successful in this role, candidates must meet the following criteria:
  • Associate's Degree and/or 2 years of experience in an administrative or customer relations role.
  • Exceptional written and verbal communication skills.
  • Proficient typing abilities 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 apply relevant information across departments.
  • Self-motivated with excellent customer service skills and a positive attitude.
  • Strong organizational and time management skills, with flexibility to work evenings, weekends, and holidays as needed.
  • Attention to detail and ability to learn new software quickly.
  • Prior knowledge of Golf Club or HOA operations is advantageous.

Language Proficiency:
Ability to read and interpret documents such as safety rules and procedure manuals, and to communicate effectively with guests, management, vendors, and other employees.
Mathematical Skills:
Ability to perform basic mathematical operations in various units of measure.
Reasoning Skills:
Ability to apply common sense understanding to follow instructions and address problems involving concrete variables.
Work Environment:
This position is situated in an open office environment within a golf/country club setting. Candidates must be able to thrive in a busy office atmosphere, manage physical demands, and adapt to varying weather conditions.

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