Room and Club Booking Coordinator

Job Title: Room Booking and Club Coordinator

Department: Lifestyle

Reports To: Director of Lifestyle

Location: Lincoln, California (On-Site)

Employment Type: Full-Time/Non-Exempt

Pay Range: $21.00– $31.00/ Hr.

Benefits

Medical Insurance:

• Providers:
• Kaiser HMO 040
• Kaiser HMO 100030
• Aetna HMO AVN 010030
• Aetna NTL MCP 200080
• Coverage Levels: Employee, Employee Children, Employee Spouse or Family

Employer Contribution: Varies by plan; between 75-96%

 Dental Insurance:

• Provider:
• MetLife Dental High PPO
• MetLife Dental Low PPO
• Coverage Levels: Employee, Employee Children, Employee Spouse or Family
• Employer Contribution: Varies by plan; between 5880%

 Vision Insurance:

• Provider:
• Aetna Vision Core
• Aetna Vision Plus
• Employer Contribution: 100%

 Employee Assistance Program (EAP):

• Counseling, mental health support, financial advising, and more
• Provider: NexGen EAP through Paychex

 Retirement Plan (401k):

• Eligibility: Can contribute after 30 days; matching starts after 1 year
• Employer Match: up to 4%

 Flexible Spending Account

 Long Term Disability

 Life Insurance: Coverage Amount: Annual salary (Additional Voluntary Coverage Available)

 Optional coverage also available for additional short-term disability (on top of SDI), accident, hospitalization, illness and legal assistance

 Benefit Eligibility Start Date: 1st of the month after 30 days

 Vacation: Accrual: .0385 per hour (equivalent of 10 days per year)

• Eligibility: accrues from day 1, can be used after 90 days

 Paid Holidays: 9 paid company holidays per year, plus a floating holiday

 Sick Leave: Allotment: 40 hours per year

Position Summary

The Room Booking and Club Coordinator provides administrative and operational support for the Lifestyle Department, with primary responsibilities in club management, facility scheduling, and community event coordination. This position ensures that resident clubs, committees, and event organizers receive accurate, timely, and courteous service while maintaining alignment with Sun City Lincoln Hills Community Association’s standards, goals, and objectives.

Key Responsibilities

Club and Committee Administration

• Provide administrative support to the Clubs and Community Organizations Committee (CCOC) and ensure effective communication and followup.
• Prepare and distribute meeting materials including agendas, notices, and minutes.
• Post and publish meeting notices, workshop announcements, and related materials on the Association website.
• Maintain official records of club minutes, bylaws, and guidelines in organized files.
• Plan and facilitate the annual Club Expo, coordinating logistics, communication, and setup.
• Update club advertising displays including bulletin boards, window showcases, and Compass Magazine inserts.

Facility Booking and Coordination

• Schedule and book rooms for Association departments, the Board of Directors, committees, clubs, residents, and nonresidents.
• Conduct facility tours, prepare and execute contracts, and collect applicable fees.
• Coordinate room setups with Food & Beverage and Facilities departments; attend weekly Facilities meetings.
• Prepare detailed setup sheets for all events and ensure timely updates at both lodges.
• Maintain accuracy of rooms, resources, and availability in the room booking software system.
• Review rental pricing for rooms and equipment in partnership with the Director of

Lifestyle every two years; provide pricing recommendations based on market comparison.

• Prepare monthly booking reports, including profit and loss analyses, and assist in developing annual revenue projections.
• Recommend updates to policies and procedures related to facility booking, ensuring efficiency and customer satisfaction.

Event Coordination

• Plan and implement Lifestyle and Associationsponsored community events such as: o Parking Lot Sale
• Club Expo oNew Resident Orientation club social hour
• Collaborate with other Lifestyle staff to ensure seamless event logistics, setup, and resident engagement

General Duties

• Maintain current CPR/AED certification and respond to emergencies as needed.
• Interact with residents, staff, and guests in a friendly, professional, and serviceoriented manner.
• Perform other duties or special projects assigned to support the mission and operations of Sun City Lincoln Hills Community Association.

Required Qualifications

• High school diploma or GED required.
• Must be able to read, write and speak in English.
• Three years of administrative experience required.
• Proficiency in Microsoft Office and experience with scheduling or booking software.

Preferred Qualifications

• Coursework or certifications in administration, hospitality, or event management preferred.
• Experience with facility reservations, event coordination, or community association operations preferred.
• Strong organizational, communication, and multitasking skills with attention to detail.
• Ability to provide highquality customer service while managing competing priorities.

Knowledge, Skills, and Abilities

• Ability to provide highquality customer service while managing competing priorities.
• Demonstrated ability to work independently and as part of a team.
• Positive and professional demeanor, maintaining composure under pressure.
• Detailoriented, reliable, and adaptable to changing priorities.
• Collaborative and solutionsfocused, promoting effective teamwork across departments.
• Servicedriven mindset with a commitment to community engagement and resident satisfaction.

Physical Requirements

• Must be able to work flexible hours, including evenings, weekends, and holidays, as required by departmental and community needs.
• Position requires a combination of sitting, standing, and movement, as well as the ability to lift, carry, push, or pull up to 40 pounds.
• Must be able to communicate effectively in both written and verbal form, with the ability to hear, distinguish sounds, and speak clearly to individuals of varied backgrounds and communication abilities.
• Requires sufficient manual dexterity and cognitive ability to operate computers, printers, telephones, and other standard business equipment.
• Position may involve extended periods of sitting or performing repetitive hand and arm movements.

Work Environment

• Must be able to work constructively and cheerfully in an environment that may be stressful due to high activity levels or scheduling conflicts.
• May be required to manage multiple assignments simultaneously with frequent interruptions, changes, and deadlines.
• Work occurs in both office and outdoor environments with variable climate conditions including heat, cold, rain, and wind.

Equal Employment Opportunity Statement

Sun City Lincoln Hills Community Association is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religious creed, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law (such as cancer), reproductive health decision making, genetic information , or any other characteristic protected by applicable federal, state, or local laws and ordinances.

Reasonable Accommodation Statement

Sun City Lincoln Hills Community Association is committed to complying with applicable federal, state, and local laws governing reasonable accommodations of individuals, including, but not limited to, the Americans with Disabilities Act (ADA). To that end, we will endeavor to make reasonable accommodation for applicants and employees who have requested accommodation or for whom Sun City Lincoln Hills Community Association has notice may require such accommodation, without regard to any protected classifications related to an individual’s:

• Disability, meaning any physical, medical, mental, or psychological impairment, or a history or record of such impairment;
• Sincerely held religious beliefs and practices;
• Needs as a victim of domestic violence, sex offenses, or stalking;
• Needs related to pregnancy, childbirth, or related medical conditions; and/or
• Any other reason required by applicable law unless the accommodation would

impose an undue hardship on the operation of our business.

Background Check / Work Authorization

Employment may be contingent upon successful completion of a background check and work authorization verification.

About Sun City Lincoln Hills Community Association

Welcome to the Careers Portal for Sun City Lincoln Hills Community Association, a vibrant adult community in Placer County. Our mission is to enhance residents' lives through exceptional service and strong community values. We prioritize a workplace culture of teamwork, integrity, and innovation. Whether in hospitality, administration, maintenance, or fitness, you'll join a dedicated team shaping a premier lifestyle for 6,783 households. Join us to make a meaningful impact in a rewarding environment!