Event Coordinator

Job Description

Job Description

The Event Coordinator (Lifestyle Director) serves as the face of the community and is responsible for creating an engaging, welcoming, and vibrant lifestyle experience for residents. This role combines community engagement, event management, marketing, relationship building, project management, and operational coordination to enhance resident satisfaction and activate community amenities.

The Lifestyle Director develops and executes a strategic annual programming calendar that reflects the interests and demographics of the community while fostering meaningful connections among residents. This position builds partnerships with local businesses, collaborates with HOA Boards, management teams, vendors, volunteers, and builders, and serves as a trusted resource for current and prospective residents.

Success in this role requires exceptional organization, creativity, adaptability, customer service, and the ability to manage multiple priorities while maintaining a high level of professionalism and attention to detail.

This position requires a flexible schedule, including evenings, weekends, and holidays as needed to support community programming and events.

 

Community Engagement & Resident Experience

• Serve as the primary ambassador for the community by building positive relationships with residents, HOA Board members, management, builders, volunteers, and local business partners.
• Create opportunities that encourage resident interaction, strengthen community culture, and increase overall resident satisfaction.
• Develop recurring clubs, wellness initiatives, educational programs, volunteer opportunities, and special events that appeal to a wide variety of ages and interests.
• Regularly gather resident feedback through surveys, conversations, attendance trends, and participation data to continually improve programming.

Event & Program Management

• Develop, plan, coordinate, and execute a comprehensive annual calendar of events, activities, and programs.
• Oversee all phases of event planning including budgeting, vendor coordination, contracts, timelines, logistics, staffing, volunteer management, setup, breakdown, and post-event evaluations.
• Develop contingency plans for weather, operational changes, and unexpected circumstances.
• Ensure all events are safe, organized, welcoming, inclusive, and aligned with community standards.
• Activate community amenities by creating programming that encourages year-round resident participation.

Marketing & Communications

• Develop and manage marketing strategies that effectively promote community events and amenities.
• Create and edit newsletters, email campaigns, website updates, digital signage, mobile app content, social media, and other communication platforms.
• Produce engaging marketing content, including photography and video, while maintaining brand consistency.
• Track communication performance and identify opportunities to improve resident engagement.

Sponsorships & Community Partnerships

• Develop and maintain strong relationships with local businesses and community organizations.
• Secure sponsorships, donations, and in-kind contributions to enhance programming while maximizing budget efficiency.
• Represent the community professionally at networking events and within the local business community.

Budget & Financial Management

• Develop and manage the annual lifestyle budget.
• Forecast expenses, monitor spending, and identify opportunities for cost savings while maintaining program quality.
• Ensure purchases, contracts, reimbursements, and invoices are completed accurately and in accordance with company policies.
• Evaluate program effectiveness and return on investment through attendance, resident feedback, and budget performance.

Operations & Facility Coordination

• Coordinate facility reservations and event logistics with maintenance, security, management, and other departments.
• Maintain inventory of event equipment, supplies, decorations, and community assets.
• Ensure community spaces are clean, safe, organized, and event-ready.
• Assist with room setups, breakdowns, equipment movement, and event support as needed.

Administrative Responsibilities

• Prepare monthly reports highlighting programming, participation, budgets, sponsorships, marketing efforts, and operational updates.
• Attend HOA Board meetings and present reports when requested.
• Maintain accurate records, calendars, event documentation, and vendor information.
• Increase and maintain resident communication databases for newsletters and event communications.

Preferred Skills

• Community engagement
• Event production and project management
• Customer service excellence
• Public speaking and presentation skills
• Relationship building
• Vendor and contract management
• Sponsorship development
• Budget planning and financial management
• Social media management
• Newsletter and content creation
• Graphic design experience (Canva preferred)
• Photography and video content creation
• Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)
• Strong written and verbal communication
• Organization and time management
• Conflict resolution
• Problem solving
• Adaptability
• Initiative
• Creativity
• Professionalism

Experience

• Bachelor's Degree required.
• Minimum of 2–3 years of experience in event planning, hospitality, community management, marketing, recreation, or a related field.
• Supervisory or leadership experience preferred.
• Experience managing budgets, vendors, and multiple concurrent projects preferred.

Physical Requirements

• Ability to work evenings, weekends, and holidays as required.
• Ability to work both indoors and outdoors in varying weather conditions.
• Ability to stand and walk for extended periods.
• Ability to lift, move, and carry up to 50 pounds.
• Ability to assist with room setups, event equipment, decorations, tables, chairs, and event breakdown.
• Ability to safely operate equipment necessary for event setup and execution.