Lifestyle Director

Job Complexity & Critical Skills Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 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 plays 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. Skills 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 required. 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 Personnel. Assists in coordinating 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 (e.g., 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. Responds to rental inquiries in a timely, effective and proactive manner. Schedules and provides venue tours of the property by appointment and assists in property orientation for new residents. Follows up with interested renters to book rentals. Handles renter and vendor contract and document administration. Provides 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. Maintains, updates, types, and coordinates account information in computer database. Coordinates and tracks important dates and meetings, such as annual and budget meetings. Ensures 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‑hour business hours. Ensures that all mail (i.e., FedEx, UPS, USPS) is picked up daily, in a timely manner. Assists with producing minutes for Board Meetings. Assists 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 Committees and each Committee Chairperson of various activities, clubs and special interest groups (Book Club, wine events, Mah Jongg, Bridge, Art, Photography, etc.). Assists 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. Provides activities information for the website and newsletters. Assists 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 works 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 develops and proposes solutions to problems and anticipates the needs of members. Interacts with local organizations to network and promote the community. Competencies Problem Solving/Analysis. Leadership. Teamwork Orientation. Customer/Client Focus. Time Management. Communication Proficiency. Work Environment This position is located in a residential condominium with a resort‑like setting. 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 hosted at the property. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands 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. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures. In this role the employee may be the only one present to set up for an event. The employee must be able to work alone and set up tables, chairs and chair equipment, 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 on needs of the property. Scheduled working days will often be on the weekend. Travel Minimal local travel will be required. The job will require purchasing or renting equipment and items for events on property. Driving to and from vendors may be necessary. Travel will also be to attend meetings and trainings at off‑site locations, generally within the city limits of the job site. Required Education And Experience Prior experience in a related position; a minimum of 3 years experience including 1 year in a social or recreational program. Bachelor’s degree. Working knowledge of computer and associated programs; MS Office Suite. Flexible work schedule to supervise activities and special events according to their planned day and time. Ability to multi‑task, set, and manage priorities. Excellent written, verbal and non‑verbal communication skills, creative, caring, ability to work under high‑pressure situations. Ability to plan, implement and evaluate an ongoing activity program. Must be able to order and maintain the supplies necessary to support the activity program. Ability to work within a budget. Excellent communication and listening skills to interact with a diverse and multi‑cultural population. Ability to function in a team organized environment. Bi‑lingual in Spanish may be required at some communities whereas the majority of the population and clients are Spanish‑only speakers. 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. #J-18808-Ljbffr