ACTIVITIES DIRECTOR

The Management Trust

Position Title: Activities Director ( Events Coordinator)

Location: Jubilee Community Association – Lacey, WA

Reporting To: General Manager

Status: Non-Exempt, Full-Time

Salary: $23.00 -$25.00/Hourly DOE

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Activities Director (Coordinator) is responsible for providing an exceptional customer experience while being the go-to person at all events. The role takes point on promotion and charge of all events, volunteers, and ensuring a safe, helpful, and positive working environment. This position complies with and enforces the governing Association documents and rules, while implementing Board policies.

JOB DUTIES AND RESPONSIBILITIES:

Administrative – General

• Respond to daily phone calls, email, and correspondence from homeowners and Board members
• Schedule, plan, and organize activities and events; Community, Committee and Clubs, Groups & Activities (CG&A).
• Serve as Management Liaison for committees.
• Manage lodge scheduling of all events and activities – Manage through Google calendar, Website calendar, and Outlook calendar as needed; coordinate with the Fitness

Director, Committees and CGAs based on JCA Priority of Use Guidelines.

• Manage the design and implementation of all Lodge event materials, including but not limited to website, fliers, tickets, programs, and sign-up sheets.
• Oversee the posting of all event media at the Lodge and on the JCA website
• Organize and distribute the biweekly 'E-mail Blast' to the JCA membership.
• Supervise the review of monthly Connection Magazine (CM) proof and calendar; work with Connection Magazine Volunteers to submit articles as needed.
• Engage & Manage event vendors and service providers as point of contact for the Association.
• Coordinate all room set-up/breakdown, sounds & lighting, and the need for additional janitorial services in coordination with Maintenance & Lodge Manager.
• Train and supervise volunteers when appropriate.
• Direct communication & training with support staff on JCA, CGA, and committee event and process logistics.
• Other duties and special projects as assigned
• Engage and manage JCA and CGA vendor/provider contracts; Oversee purchasing and reimbursement process in coordination with the JCA staff.

Activity Coordination

JCA Events

• Manage the creation, implementation & maintenance of a stand-alone JCA yearly events calendar.
• Maintain allocated JCA events budget utilizing current guidelines.
• Attend JCA events as needed during the calendar year.

Committee Support

• Provide administrative and event support to the committees; schedule and attend meetings as necessary.
• Work with committees to maintain charter goals, support committee standards & organizational initiatives.
• Coordinate with committee Treasurers or designee during budget preparation process; assist with allocating and managing funds for events.
• Participate in post-event evaluation process.

CGA's

• Manage CGAs process & procedures, including but not limited to assisting with the formation of new CGAs; scheduling Lodge space and coordinating calendar and event timelines.
• Create, maintain, and implement CGA process paperwork including guidelines for BOD approval and process paperwork.
• Assist with the review of the CGA budget process on an ongoing basis
• Maintain CGA contact lists and Lodge use agreements.

QUALIFICATIONS:

• High School Diploma (or equivalent); Associate's Degree preferred
• Ability to work independently and follow instructions with minimal supervision
• Proficiency in event and communications support – generally between 1-4 years, depending on the position level
• Conflict resolution skills
• Excellent written and verbal communication
• Must be a team player who is committed to delivering high-level customer service
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all staff and guests at all times

SPECIAL POSITION REQUIREMENTS:

• Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including computer, phone, copier/scanner, etc.
• Be stationary or in motion for periods of time
• Relocate up to (40) pounds

SUPERVISES OTHERS? IF SO, LIST:

• None

SCHEDULE & TRAVEL:

• Shifts will vary based on business need and event variability
• Required to work weekends and holidays

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.