Events Coordinator

Duties and Essential Functions

As a key employee between the client, KW Property Management, and internal support staff, the events coordinator 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.

The events coordinator often plays a large role in the creation and programming of both social and therapeutic activities. Scheduling and coordination of outside vendors for resident activities and enrichment is a duty of the events coordinator.  The events coordinator is involved in executing all events and activities and reports directly to the property manager.

The position is fundamental to provide superior social activities and event planning to the community and includes working closely with the residents to facilitate this result. Strong interpersonal, customer service, planning and organizational skills are required.  Below are some of the essential functions of the job;

• Planning, organizing, scheduling, coordinating and implementing all activities, programs and special events with the highest integrity.
• Planning & coordinating all league play for Tennis, Bocce Ball, Basketball, Pickleball and other various Sports/Fitness related activities and events – acquiring vendors, supplies and miscellaneous items necessary to conduct a successful activity.
• Recruits, hires, schedules and evaluates all qualified and certified instructors that provide a variety of social, educational and fitness classes for our residents (ex: aerobics, yoga, foreign language, art classes, etc.). Verifies and obtains license and insurance documentation, when appropriate. Coordinates usage fees and payments as necessary.
• Communicates with volunteer chairpersons of various activities, clubs and special interest groups (Mah Jong, Bridge, Art, Photography, etc.).
• Coordinates tours/trips off property for members.
• Builds a high level of participation in the activities and special events.
• Responsible for the set-up of meeting rooms (ex: room settling, microphones, projection screen, etc.) and maintains the event calendar and meeting space calendars.
• Maintains a registration list for all activities/ classes/events.
• Creates communications to be e-blasted to members from the Member Services Team. Works with the Activities Director in monitoring all communications, such as the daily and weekly newsletter, pop-up eblasts, an Activities E-Blast weekly for members and any other digital or paper communications to the members originating from Member Services.
• Ensure all staff in every area are fully informed of events and activities. Including but not limited to pool/gate attendants, Tiki Bar, Housekeeping, etc…
• Evaluates and critiques activities, monthly, submitting a report of all calendar events with attendance.
• Flexible work schedule and be present during all activities and special events according to their planned day and time. Nights, weekends and holidays are times when events are executed.
• Takes photographs of classes/activities/special events, which will be utilized on the website, and in-house television station to promote additional resident participation.
• Solicits information from the residents and the Social Committee of their desires for specific activities and incorporates those into the schedule when feasible.
• Plans and prepare a budget for these activities while working within guidelines. Responsible for accurate accountability of all events funds.
• Makes rounds on the pool deck, Tiki Bar, and other areas, soliciting members comments and input on past events and future suggestions.
• Proactive- Develop and propose solutions to problems and anticipate the needs of members.
• Interact with local organizations to network and promote the community and inter-league play.
• Communicate effectively with others, both orally and written.
• Representing the community with the utmost professionalism.
• Provide activities information for the website that is up to date and accurate.
• Attend weekly Management Meetings to communicate happenings in your area.

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

Work Environment

The work environment will change frequently.  Will work in-doors and out-doors.  The environment will be busy and loud during events.  The physical location of the job during the events will be primarily on-site at the property.

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. 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 for an event.  You will need to be able to work alone and be able to set up tables, chairs, chair equipment, etc, by yourself.

Position Type/Expected Hours of Work

This is a full-time exempt position. Days and hours of the work week vary on the schedule of events.  Holidays, nights, and weekends will be part of a regular schedule work week. 

Travel

Travel will be part of the job.  The job will require to purchase or rent equipment and items for events on property.  Driving to and from the vendors may be necessary.

Required Education and Experience

Prior experience in a related position.

Minimum of 2 years' experience in a social event sor event planning.

Must possess effective written, verbal and non-verbal communication skills, creative, caring, able to work under stress.

Must be able to plan, implement and evaluate an ongoing events program.  Must be able to order and maintain the

supplies necessary to support the events program.  Must be able to work within a budget.

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.