Programs Coordinator

Job Details Job Location: Rivertown - St Johns, FL 32259, Position Type: Full Time, Salary Range: $17.00 - $19.00 Hourly, Job Shift: Day Company Overview Together We Soar! Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida’s Top Workplaces. Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values! Job Summary The Administrative Assistant is responsible for Contracting of all entertainment including theatrical performances, dance bands, DJ's, tournaments, and special theme events by researching and scouting events for the purpose of obtaining quality entertainment/events through promotional materials, references, visiting performing arts centers or other venues. Responsibilities and Duties Coordinate and assist with the planning and execution of community programs, classes, special events, theme events, educational symposiums, and private parties in collaboration with the Lifestyle Director, Amenity Manager, community management team, instructors, entertainment providers, and community partners. Schedule and coordinate the use of community amenities and event spaces, including the Activities Center, Nature Center, Theatre, and other designated locations, ensuring dates and facility availability are confirmed with management prior to engaging entertainment, vendors, or event partners. Coordinate and book entertainment, wine tastings, nonprofit organizations, clubs, educational programs, and other community events while ensuring all required information, approvals, agreements, and documentation are obtained. Assist with negotiating and securing contracts and agreements for entertainment, theme events, educational symposiums, and other programs, including obtaining required accounting information, tax identification numbers, deposits, addresses, contact information, insurance documentation, and other applicable requirements. Promote community events and programs by coordinating publicity materials for newsletters, flyers, email communications, social media, signage, posters, tickets, and other promotional materials. Ensure materials are accurate, available, and distributed in a timely manner. Review and process party rental requests for community amenities and ensure rental applications, agreements, fees, and required documentation are completed accurately and timely. Verify party rentals and events comply with community policies, amenity capacity limits, scheduling requirements, and applicable safety guidelines. Communicate approvals, denials, rental requirements, and event expectations clearly to residents and staff. Coordinate all event requirements in advance by communicating with management, on-site staff, maintenance, vendors, entertainment providers, and other individuals necessary to ensure successful event execution. Communicate event schedules, equipment needs, setup and breakdown requirements, and staffing needs to the management team and maintain current event information. Serve as an on-site party attendant or event representative for assigned private events and community programs. Open and close amenities, assist with setup and breakdown, monitor events, and ensure residents and guests follow community rules, noise policies, capacity limits, and facility requirements. Address event-related questions, concerns, or issues professionally and elevate significant concerns, policy violations, damages, or incidents to management as appropriate. Complete post-event inspections and report any damages, maintenance concerns, incidents, or other issues to the appropriate management team. Attend assigned community events through completion to assist with introductions, event coordination, resident engagement, and gathering feedback regarding resident preferences, likes, and dislikes. Use resident feedback to assist with evaluating future programs, entertainment, and theme events. Support resident engagement initiatives and collaborate with instructors, entertainment providers, vendors, community partners, and residents to create successful and engaging programs and events. Maintain organized records of community programs, events, party rentals, contracts, agreements, fees, approvals, communications, and incident reports. Provide general administrative and operational support to the Lifestyle Director, Amenity Manager, and community management team as needed. Maintain a flexible work schedule, including evenings, weekends, and holidays, as required to support community programs, private rentals, and special events. This position has no supervisory responsibilities. This position reports to the Lifestyle Director and Amenity Manager. Required Experience and Qualifications High School diploma or GED required. 2 years minimum previous experience in Event Coordination required. Excellent public speaking and people skill required Occasional travel may be required. Physical Demands and Work Environment Irregular hours in the time leading up to a major event. During events, planners may work very long days, starting early in the morning and working late into the evening. Schedule can fluctuate based on date and time of event. This job operates in a clubhouse setting. During meetings and events, the Programs Coordinator will work on-site and collaborate with staff, contractors, and event attendees. Ability to lift up to 15 lbs Benefits At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets. We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan. In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates! AAP/EEO Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Drug Free Workplace In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace. Other Duties May Be Assigned The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. #J-18808-Ljbffr Paycom - ATS