GRS Community Management has an exciting opportunity for an Administrative Assistant/Lifestyle Coordinator for a luxurious HOA community in Boca Raton, Florida. The qualified candidate will need to have previous experience working in a social events planning role. Responsibilities will include planning community social events, administering the day to day operations of the clubhouse social calendar and other office administration as required by the Board of Directors and Documents of the Association.

Key Duties:

Lifestyle Events

• Planning, scheduling of HOA events and booking rooms for association
• Contact with vendors, payment to vendors, creating flyers, promoting event, tracking RSVP's, collecting payments, managing PayPal, managing budget, depositing checks/payments, information to residents, setting up, decorating, cleaning up, scheduling extra security, scheduling extra cleaning.
• Provide a monthly report to the Board on event expenditures with cost, participation, and loss/profit breakdown

Private Events

• Booking all Private Events
• Contact with resident, signing agreement with resident, maintaining private event calendar, providing restaurant with private event info, scheduling extra security, scheduling extra cleaning, depositing payments, refunding security deposits, checking space after event, adding the rental space to door sign, informing management of private event

Clubs

• Works with clubs to put together information
• Monthly club information, card room schedule, registering new clubs

Email Blasts

• Format and send out email blasts for Lifestyle, Restaurant, Fitness and Tennis
• Editing templates of emails, format each email blast, send out each blast update headers and footers
• Update flyers and images, weekly information

App

• Maintain and Update APP
• Updating flyers, updating payments, updating calendars, updating information, sending push notifications

Boards

• Updating Gate Boards and Clubhouse informational boards with activity flyers
• Updating Room Boards such as Card Room, Fitness Studio and Sports Court

Administrative

• Violations
• Updating and Maintaining Violations- inspections of property, sending notices

Clubhouse

• Help in maintaining clubhouse
• Doing walk thru, informing property manager of issues, checking lights, checking tiles, checking surrounding areas, cleaning up and organizing as needed. Process work orders for clubhouse repairs as needed
• Weekly Clubhouse inspection report to the Property Manager
• Meeting Minutes - For Board and Committee Meetings as necessary
• Meeting Agendas - Provided by PM. Email blast and post on outside board and clubhouse
• FOBS and Decals
• Processing FOB and Decal for residents

Work Orders

• Resident landscaping and irrigation. Working with vendor to address and close
• Providing updates to Lifestyle related items for Monthly Management Report.
• Working as a team to help Property Manager and Assistant to the Property Manager
• Assist with camera viewing/investigations.
• Order supplies.
• Day to Day help with residents
• Maintain receipts on all credit card expenditures.

Requirements:

• Extremely effective social and communication skills
• Microsoft Word, Excel. Office 365, Cinc, PowerPoint, Canva or similar
• Large Event planning, set up and budgeting experience 
• Experience working in a residential environment preferred
• Create marketing tools like flyers and newsletters

GRS employees enjoy many benefits which include:

• Generous Compensation
• Optional Wellness Benefits; medical, dental, vision, life, disability, health savings account
• Generous Paid Time Off (PTO)
• Educational Reimbursement
• Employee Referral Bonus

We are a Drug Free Workplace and require all applicants that are offered a position to have a pre-employment Drug Screen and Personal Background checks.

We thank all that apply, but only those candidates who meet the position requirements will be contacted. GRS conducts all employment-related activities without regard to race, religion, color, national origin, age, sex, marital status, sexual orientation, disability, citizenship, veteran status or any other classification protected by applicable federal, state or local employment.