Event Coordinator

Sun Lakes Country Club & Homeowners Association #1 is seeking an experienced, dynamic and creative Events Coordinator. In order to be successful in this role, the Events Coordinator should have a friendly demeanor, very strong work ethics, and a strong attention to detail in order to provide best in class service for our homeowners and the Association.

Purpose

Manages, plans, and executes events and entertainment for Sun Lakes Homeowners Association #1 (SLHOA#1).

Essential duties:

Event Planning

• Plans and prepares events for the community.
• Prepares a monthly events calendar and provides it to the Executive Assistant by the deadline set.
• Hostess's all events.
• Prepares flyers for classes, events, etc., and sends them to the Executive Assistant for proof and approval.
• Plans, prepares, and books events and entertainment, providing all information to the Food & Beverage Director by the deadline set.
• Books monthly entertainment for Sunset Grill and Mulligans, providing all information to the Food & Beverage Director by the set deadline given.
• Hires and coordinates bands/performers as required and makes check requests for accounting to pay bands/performers as needed, by the set deadline given.
• Plans trips to various shows, dinner shows, and places of interest to Sun Lakes residents.
• Purchases supplies and decorations for all event functions as needed, i.e., Clubhouse decorations, dance decorations, party decorations, holiday decorations, seasonal decorations, etc.
• Meet with residents for personal and club events. Ensure all details are in place (food, décor, set-up, staffing, etc. a minimum of one week in advance of the event and coordinate with all necessary departments.)
• Works with Facilities Maintenance, coordinating set-ups/tear-downs of tables, chairs, equipment, and linen/large event material maintenance.
• Communicates and maintains accurate set-up/tear-down information within designated software and to other departments.
• Prepares list of events for General Manager and Administrative Services.
• Fully decorates for each event and designated holiday: ie. Set design, set up, take down, appropriate storage of, wall décor, room décor, various props, tabletop décor, non-essential lighting, and/or prop hangings, etc.
• Knowledge and ability to use lighting, audio equipment, projectors, etc. that are utilized when an event/ room has been booked.
• Attends weekly coordination meeting with Food & Beverage Team.

Financial

• Plans and prepares departmental Plan of Operation and annual budget.
• Approves invoices charged to this department. Plans and manages Events budget. (Monthly)

Homeowner/Club Interface

• Organizes and works with the committees for various events during the year.
• Helps other organizations (such as VFW, Women's Association, Shrine, etc.) when they require special assistance for their events.
• Listens to complaints or problems of homeowners and corrects if possible or refers if necessary.

Communications

• Prepares weekly reports at the start of each work week for General Manager and Food & Beverage Director that outline the main points of the week's projects and tasks, including (but not limited to) recently scheduled events, events in progress, team and individual accomplishments, completed projects, ongoing projects, and future work overviews. Previous week's clocked-in time to reflect duties worked on.
• Communicates and coordinates event/project needs with the Events Specialist and outlines various projected duties and timelines.
• Takes pictures of all events and activities, as well as of other organizations or the General Manager, as requested.
• Prepares a monthly calendar of events and activities for the Sun Laker newsletter and provides photographs of social events for the website. Also, prepare articles for the Sun Laker and Splash.
• Meets and works with the SLHOA#2 and SLHOA#3 events personnel for events for all residents.
• Prepares flyers concerning the classes, events, etc.
• Posts flyers on all bulletin boards (i.e. clubhouse, Pro Shop, SLHOA#2, and SLHOA#3).
• Handles all necessary correspondence from the department and responds to inquiries to the department. This includes correspondence with outside companies, securing bands, setting up shows, etc.

Miscellaneous

*Is familiar with liquor laws of the State of Arizona and also laws for the Private Club Liquor License.

Other Duties

As assigned and as is required.

Job Specifications

Knowledge, Skills, and Abilities

To perform the job successfully, an individual should demonstrate the following competencies:

Quality Management – Demonstrates accuracy, thoroughness, and advanced organizational skills; Carefully tracks inventory.

Organizational Support – Follows policies and procedures; Supports organization's goals and values.

Planning/Organizing – Prioritizes and plans work activities; Organizes or schedules other people and their tasks.

Professionalism – Tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Strong Self-Motivation.

Education

High School Diploma, or GED equivalent.

Experience

1-3 years of experience in a similar position; or an equivalent combination of education and experience. Experience in adult community association preferred.

Certificates and Licenses

Current Food Handlers Card, Title 4 Basic Liquor Law Training.

Equipment Utilized

General office equipment, such as computer, scanner, printer, copier, fax, and telephone

Software Utilized

To perform this job successfully, an individual should have knowledge of CANVA, MS Office, Excel, and MS Outlook software, and room rental booking software.

Physical Demands and Working Conditions

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

The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; speak or hear and taste or smell.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is a typical office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• The noise level in the work environment is usually moderate.

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

Physical Demands and Working Conditions

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is a typical office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.

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

The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell.

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

Job Type: Full-time

Pay: $ $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $24,000 - $50,000