Lifestyle Events Director

Job Description

Job Description

Location & Accessibility:

Our community is centrally located at 100 Falling Acorn Avenue in Groveland, FL , right in the heart of the Groveland/Clermont area. Situated just off the Florida Turnpike , we are easily accessible for commuters throughout Central Florida, ensuring an easy drive whether you're coming from Orlando, Clermont, Leesburg, or surrounding areas.

As a key employee between the client, KW Property Management, and internal support staff, the Lifestyle Director must perform the job duties with a view toward projecting a professional and competent image. Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key.

Lifestyle Director often play a large role in the creation and programming of both recreational and therapeutic activities. They will often work with other staff to develop and implement programs, but they are responsible for ensuring these programs meet any federal or state regulations and are safe and appropriate for all. The Lifestyle Director is also responsible for the scheduling of events.

Job Complexity & Critical Skills

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

The position is fundamental to provide superior social activity to the community and includes working closely with the residents and KWPM On-Site staff to facilitate this result. Strong interpersonal, customer service, planning and organizational skills are requited. Below are some of the essential functions of the job:

• Schedules and organizes complex activities such as meetings, special events, travel, conferences, rentals, department activities or property lifestyle programs with the highest integrity.
• Assists in planning events – acquiring entertainment, caterers, decorations or any other requirements necessary to conduct a successful event.
• Daily oversight of the Front Desk, Concierge and Gate House staff and/or other team members on-site.
• Develop Standard Operating Procedures for the community to ensure service excellence is met.
• Assists in recruiting, hiring, training, scheduling and evaluating Association Personal.

• Assists in coordinating new homeowner orientations and tours.
• Ensures room rentals are reserved in accordance with the Association guidelines and rental agreement
• Builds a high level of involvement by residents in all activities/special events.
• Coordinates special considerations for meeting rooms (ex: room settling, microphones, projection screen, etc.). Maintains a reservation calendar to verify availability of facility areas.
• Maintains a registration list for all activities/ classes/events.
• Organizes and prioritizes large volumes of information and calls.
• Responding to rental inquiries in a timely, effective and proactive manner
• Scheduling and providing venue tours of the property by appointment and assist in property orientation for new Residents.
• Following up with interested renters to book rentals
• Renter and vendor contract and document administration
• Providing one‐on‐one coordination meetings with renters prior to their rental (varies according to rental package)
• Acts as a liaison with other departments and outside agencies, including high-level staff such as District Managers, Vice-Presidents, Board members, and chief Engineers.
• Handles confidential and non-routine information and explains policies when necessary.
• Coordinates division of workload with the administrative assistant at the property.

• Maintain, update, type, and coordinate account information in computer database.
• Coordinate and track important dates and meetings, such as annual and budget meetings.
• Ensure that all communication is handled in a professional and courteous manner from the team on site. Also ensures that phone messages and e-mails are responded to appropriately and within a 24-hours, business hours.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily, in a timely manner.
• Assist with producing minutes for Board Meetings.
• Assist with preparation of the Board Agenda’s and Board Packet.
• Ensures coding and entering all Invoices for the community is done according to company standards.
• Assists in cutting checks for payment of services in a timely manner (instructors, entertainment, caterers, etc.).
• Responsible to work closely with Committee’s and each Committee Chairperson of various activities, clubs and special interest groups (Book Club, wine events, Mah Jongg, Bridge, Art, Photography, etc.).
• Assist with gathering quotes & proposals for projects or events for the community.
• Daily management of the office staff and/or other team members on-site.
• Supply ordering for Maintenance, Housekeeping, and the Office.
• Provide activities information for the website and newsletters.
• Assist in posting all agenda to proper physical locations and to the website.
• Responsible for making sure Lynk and KWIC information is kept up to date.
• Assists Administrative assistant to make sure that Vendor Packets are processed for all Vendors.
• Assists Administrative assistant to monitoring of Vendor License and Insurance Expirations.
• Solicits information from the residents of their desires for specific activities and incorporates those into the schedule when feasible.
  • Takes photographs of classes/activities/special events, which are used on the website to promote additional resident participation.
  • Creates and coordinates weekly and monthly newsletters.
  • Assists in evaluating and critiques of activities, monthly.
  • Prepares a yearly budget for Lifestyle activities and working within guidelines. Responsible for accurate accountability of all activity funds.
  • Available to residents to answer questions, to consider new ideas and to respond to social activity needs.
  • Proactively develop and propose solutions to problems and anticipate the needs of members.
  • Interact with local organizations to network and promote the community.

Competencies;

Supervisory Responsibility

This position will be responsible in supervising team members and/or departments at the property. In addition:

• Problem Solving/Analysis.
• Leadership.
• Teamwork Orientation.
• Customer/Client Focus.
• Time Management.
• Communication Proficiency.

Work Environment

This position is located in an active 55+ resort style community with 1145 single-family homes. The position will be in an office environment indoors, as well as throughout the property outdoors. The environment will be busy and loud during events. The events are hosted at the property. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

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.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 30 pounds or less. some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures. In this role you may be the only employee present to set up for an event. You will need to be able to work alone and be able to set up tables, chairs, chair equipment, etc, by yourself whether indoors or outdoors.

Position Type/Expected Hours of Work

This is a full-time exempt position. Days and hours of work will be scheduled, weekly, based needs of the property. Scheduled working days will include extended hours and weekends.

Travel

Minimal local travel will be required for this position. The job will require to purchase items for events on property. Driving to and from the stores/vendors may be necessary. Travel will also be to attend meetings and trainings at an off-site location.

Required Education and Experience

• Prior experience in a related position; a minimum of 3-year experience INCLUDING 1 year in a social or recreational program.
• Bachelor’s degree preferred.

• Working knowledge of computer and associated programs; MS Office Suite. Ability to maintain and update the community website and calendar.

• Flexible work schedule to be able to supervise activities and special events according to their planned day and time.

• Ability to multi-task, set, and manage priorities.

• Must possess excellent written, verbal and non-verbal communication skills, creative, caring, able to work under high-pressure situations.

• Must be able to plan, implement and evaluate an ongoing activity program. Must be able to order and maintain the supplies necessary to support the activity program.
• Must be able to work within a budget and produce expense packages for events.
• Excellent communication and listening skills in order to interact with a diverse and multi-culture population.
• Must function in team organized environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.