Community Life Coordinator

Company Description

The Amelia Island Plantation Community Association (AIPCA) represents property owners within the picturesque Amelia Island Plantation, located on Amelia Island, Florida. Designed by renowned landscape architect Ian McHarg, the community is embraced by pristine beaches, marshlands, and an old-growth maritime forest. AIPCA offers residents access to luxury amenities, a private club, and a variety of housing options, from oceanfront homes to properties along award-winning golf courses. Situated near the historic charm of Fernandina Beach and a short drive from Jacksonville, AIPCA strives to maintain the natural beauty of the island while providing exceptional services to enhance property values and foster a welcoming, inclusive environment.

Position Title: Community Life Coordinator

Reports To: Community Life Manager

Position Overview

The Community Life Coordinator supports the planning, organization, and execution of programs and events that strengthen community engagement and foster a welcoming, connected environment for residents. Working closely with the Community Life Manager and Community Life Committee, this role oversees event logistics, communications, vendor coordination, volunteer involvement, and new-owner support.

This is a full-time position with a flexible schedule; some evenings and weekends are required.

Key Responsibilities

The following outlines the primary responsibilities of the role. Duties may evolve as organizational needs change.

Event Planning & Coordination

• Partner with the Community Life Manager to plan and execute community events, recurring programs, and special activities.
• Coordinate all event logistics, including scheduling, venue reservations, timelines, vendor sourcing, budgeting, and post-event feedback.
• Collaborate with internal departments and community partners to ensure smooth event execution and gather input for future programming.
• Serve as a point of contact for residents, volunteers, vendors, and partners involved in community events and programs.
• Support Community Life Committee initiatives and resident-led projects by guiding ideas from concept through implementation.
• Build and maintain positive relationships with vendors and suppliers.
• Research and recommend new programs, vendors, and performers based on community feedback and engagement trends.
• Provide onsite event support, prepare post-event reports, and maintain accurate records of events, expenses, and vendor agreements.
• Create community event guides, promotional materials, and related communications.

Community Life Committee Support

• Begin meeting recordings and ensure transcription tools are operating correctly.
• Take clear, accurate, and organized notes during meetings.
• Prepare and distribute meeting minutes and post-meeting summaries in a timely manner.
• Track follow-up tasks, action items, and ongoing committee initiatives.

Backup Support to the Community Life Manager

• Assist with the welcome process for new homeowners, including logging new owners, preparing welcome packets and bags, sending welcome communications, and conducting orientation meetings.
• Support new neighbor events, including onsite presence when needed.
• Maintain continuity of operations during Manager absences or peak workload periods.
• Attend Community Life Committee meetings and other assigned meetings on behalf of the Manager as needed.

Additional Duties

• Perform other responsibilities as assigned by management.

Skills & Qualifications

• HS Diploma or GED
• 2 years of experience in event coordination and management, community engagement, or similar role preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams). Preferred, but not required, expertise in Eventbrite, Canva, Survey Monkey, and Constant Contact.
• Strong organizational skills and attention to detail with the ability to manage multiple tasks and deadlines.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to adapt to changing priorities and troubleshoot event-related challenges.

Ideal Candidate Profile:

The ideal candidate is highly organized, personable, and energized by engaging people. They excel at coordinating multiple projects simultaneously while maintaining strong attention to detail and follow-through. They communicate professionally and enjoy working collaboratively with residents, team members, partners, and vendors. A passion for community-building, event planning, and creating meaningful experiences is essential.