Description

Position Description:

Plans and oversees social events for the community. The Homeowners Association (HOA) Activities Coordinator is responsible for planning, organizing, and executing community events and activities to enhance the overall resident experience within the community. This role involves coordinating various social, recreational, and educational activities to foster a sense of community and engagement among homeowners. This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Duties may be altered or assigned at the discretion of the HOA.

Essential Functions — May include but are not limited to the following:

1. Event Planning: Plan and organize a variety of community events, including social gatherings, holiday celebrations, educational workshops, and recreational activities.

Collaborate with the HOA board, committees, and residents to identify preferences and ensure events align with the community's interests.

2. Community Engagement: Develop strategies to encourage resident participation in community activities and increase overall engagement. Solicit and incorporate resident feedback to continuously improve the quality and diversity of events.

3. Coordinate with CAM and Maintenance Supervisor the annual special projects and Club House Maintenance.

4. Plan, coordinate and implements all PHOA funded events and/or shows; including but not limited to budgeting, ticket sales, scheduling room use, facilitating preparations (setup, execution and breakdown, scheduling and cleaning) and procurement of all supplies needed for the activities.

5. Attend all events and shows that are funded and supported by the PHOA. Attend other shows and events as needed; to be coordinated with the CAM and/or the Board of Directors.

6. Collaborate with talent and travel agents and attend local showcases to preview events for possible presentation to the community. 

7. Must be comfortable with public speaking.

8. Publish social calendar for distribution electronically or hard copy. Edit and produce community newsletter.

9. Negotiate necessary contracts for shows, workshops, classes, and other forms of entertainment for presentation to the CAM for approval.

10. Create printed information for distribution, including performer bio, show synopses or itineraries for events, and posters and flyers advertising events and classes,

11. Retain complete and current files for all events including copies of all event related items; performer bios, show synopses, contracts, flyers, tickets, ticket sale information, itineraries, critiques and recommendations, etc.

12. Develop and manage the budget for community activities, ensuring cost-effectiveness and adherence to financial guidelines set by the HOA for all events, including submitting check and petty cash requests for event expenditures, balancing checks with ticket sales, ensuring deposits are completed, tallying total costs and sales for submitting sales and usage taxes. 

13. Maintain accurate financial records relating to the newsletter.

14. Act as Community Liaison for Community Website, providing updates as needed and directed. Update community website and ensure the Community access TV channel has been updated.

15. Effectively communicate event details, schedules, and updates to residents through various channels, such as newsletters, community bulletin boards, and the HOA website. Respond promptly to resident inquiries and feedback related to community. Maintain accurate records of event expenses, attendance, and feedback for future reference and continuous improvement.

16. Prepare, coordinate and execute E-blasts.

17. Ensure all safety precautions are followed while performing duties. 

*Special projects, work overflow and all other work as assigned by the CAM

Physical Demands and Working Environment:

Work is performed indoors and/or outdoors, requires sitting or standing for long periods, walking, bending, crouching, climbing, reaching, grasping and lifting up to 50 pounds. Extensive use of fingers for typing and visual use of a computer monitor. Ability to quickly and easily navigate the property/building to meet job functions. Employees are required to use all safety equipment as issued. The physical demands described are representative of those that must be met by employee to successfully perform essential functions of the job. The majority of work will be completed indoors in a temperature controlled environment with little to moderate noise levels. May require outdoor site visits. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Minimum Qualifications—Education, Training and Experience Guidelines:

High School Diploma or GED equivalent, Associates Degree in Business or Hospitality preferred

Three (3) to five (5) years of business experience preferred including event planning

Strong customer service, organizational, communication and interpersonal skills required

Experience and training in office procedures, office machines and basic accounting

Excellent computer skills. Knowledge of HOA rules and regulations is a plus.

Ability to work flexible hours, including evenings and weekends as needed.

Must have working knowledge of:

Intermediate command of computer hardware/software is required 

Microsoft Windows, Word, Excel, Power Point, Publisher, In Design and Outlook

E-mail

License or Certification Requirements:

Valid Florida driver’s license -Clean driving record with no accidents or traffic violation

Additional Skills: Adjustments in priority issues and interruptions will occur and employee must be able to work efficiently, promptly and with enthusiasm under these conditions.

· Must be able to perform a variety of tasks, oftentimes being asked to do so with minimal prep time warning.

· Must be a "people person"; outgoing, personable, cooperative, always displaying respect for others.

· Needs to make periodic resident leisure activity survey to determine if fascination in other events could require preparation of a new area interest.

· Needs to be creative and insightful in order to develop new and engaging activities and events with broad appeal to community residents and market these events to ensure maximum participation,

· Able to perform the Activities Director's duties in cooperation with Pennbrooke Homeowners' Association and the Management Company personnel, within the confines of the regulations set forth for this community.

· Confident and aware of needs of the community as a whole and the ability to suggest or seek better ways to perform duties.

· Must be a self-motivated, flexible, organized, detail-oriented, and be able to prioritize.

· Able to function effectively under stress and interruptions.

· Ability to delegate work efficiently.

· Ability to work well and supervise effectively in office environment with various personalities.

· Accountable for one's own work and accuracy which involves paperwork, documentation, reports and accuracy of numbers.

This Is not necessarily a comprehensive list of all requirements, duties & skills associated with this profession. While this list is proposed to be an precise indication of the current position, management reserves the right to revise the job or to require that other special tasks be performed when the situation varies (i.e., emergencies, changes in personnel, workload, rush jobs or technological developments).