Lifestyle Support Coordinator

Job Description

Job Description

Position Overview

The Lifestyle Support Coordinator serves as the primary support and second-in-command to the Lifestyle Coordinator and plays an active role in the day-to-day lifestyle, hospitality, and operational functions of 500 Brickell. This position is designed to provide operational continuity and leadership support while assisting with resident experience, amenities, Front Desk, Receiving, Security coordination, Housekeeping coordination, events, communications, violations, administrative follow-up, and other property operations. While Front Desk and Receiving coverage remain part of the position when operationally necessary, the Lifestyle Support Coordinator is not solely a coverage position. The employee is expected to take ownership of assigned responsibilities, independently follow up on outstanding matters, identify issues, develop solutions, and become fully familiar with the Lifestyle Coordinator's core responsibilities. When the Lifestyle Coordinator is unavailable, the Lifestyle Support Coordinator should be capable of serving as the primary on-site Lifestyle & Operations point of contact within the authority delegated by Management.

Second-in-Command / Operational Continuity

• Serve as the Lifestyle Coordinator's primary operational support.
• Become familiar with the Lifestyle Coordinator's daily, weekly, and monthly responsibilities.
• Maintain awareness of major ongoing operational issues, resident concerns, events, staffing matters, violations, and pending follow-ups.
• Assume responsibility for designated Lifestyle & Operations functions when the Lifestyle Coordinator is off-site, unavailable, on PTO, or otherwise assigned by Management.
• Escalate significant issues to the Lifestyle Coordinator or Management while independently handling routine matters within established procedures.
• Ensure operational matters continue moving forward rather than remaining pending because another team member is unavailable.
• Maintain organized notes and provide complete handoffs regarding matters occurring during coverage periods.

Resident Experience & Hospitality

• Support the property's hospitality and resident-experience standards.
• Interact professionally and proactively with residents and guests.
• Assist with resident questions, concerns, service requests, and lifestyle-related needs.
• Conduct property walkthroughs and identify concerns relating to cleanliness, presentation, ambiance, resident experience, or operational readiness.
• Report or correct issues when possible rather than simply documenting them.
• Help reinforce professional greetings, presentation standards, communication expectations, and hospitality practices among Front Desk and Receiving personnel.
• Track recurring resident concerns and communicate trends to the Lifestyle Coordinator.

Amenity Oversight

• Assist with routine inspections of amenity areas.
• Verify amenities are clean, properly staged, operational, and ready for resident use.
• Coordinate reported amenity deficiencies with Maintenance, Housekeeping, Security, or vendors.
• Assist with amenity reservations, scheduling, room setup, and resident requests.
• Assist with temporary closures, reopening procedures, event preparation, and operational notices.
• Follow up on assigned amenity concerns until completion.
• Recommend small improvements when recurring amenity issues are identified.

Front Desk & Receiving Operations

• Provide Front Desk and Receiving coverage when necessary to maintain operational continuity.
• Assist Front Desk and Receiving personnel with questions, resident concerns, package matters, access issues, procedures, and unusual situations.
• Monitor quality of shift handoffs, daily reports, incident reports, package documentation, and communication between shifts.
• Assist with resolving coverage gaps caused by call-outs or unexpected staffing changes.
• Reinforce established resident-service, package, access-control, guest, emergency, and property procedures.
• Identify recurring issues and work with the Lifestyle Coordinator to improve procedures.

Staffing & Scheduling Support

• Assist the Lifestyle Coordinator with preparation and maintenance of employee schedules.
• Track call-outs, late arrivals, early departures, PTO, shift swaps, and other staffing changes.
• Assist in identifying available internal coverage after outside or additional coverage is requested.
• Communicate schedule adjustments to affected personnel.
• Maintain accurate documentation of changes that may affect payroll.
• Assist with biweekly payroll correction preparation for Management review.
• Help coordinate staffing for events, meetings, emergencies, and special operational needs.
• Participate in new employee onboarding and operational training.
• Help ensure employees understand schedules, assignments, uniforms, procedures, and expectations.

Operational Follow-Up

• Maintain and update assigned task lists and operational trackers.
• Follow up with departments and vendors regarding outstanding items.
• Confirm completion rather than assuming an assigned task has been completed.
• Provide status updates to the Lifestyle Coordinator and Management.
• Identify overdue items and escalate when necessary.
• Research routine operational issues and present potential solutions rather than relying solely on Management to determine next steps.
• Assist with smaller operational projects assigned by the Lifestyle Coordinator or Management.

Security Coordination

• Communicate with Security regarding incidents, resident concerns, access issues, operational observations, and assigned follow-ups.
• Review incident reports for completeness when requested.
• Assist with gathering supporting information, photographs, video references, timelines, and documentation.
• Follow up on security assignments and provide updates to the Lifestyle Coordinator.
• Reinforce established emergency-response and reporting procedures.
• Immediately escalate serious safety or security concerns to Management.

Housekeeping & Property Presentation

• Conduct routine walkthroughs of lobbies, amenities, common areas, and other resident-facing spaces.
• Communicate cleaning deficiencies and priorities to Housekeeping.
• Follow up on resident-reported housekeeping concerns.
• Assist with coordinating special cleaning assignments and event preparation.
• Verify completion of assigned cleaning items.
• Support a consistent hotel-style appearance throughout the property.

Violations & Incident Documentation

• Assist with reviewing incident reports and potential rule violations.
• Organize photographs, reports, emails, CCTV information, and other supporting documentation.
• Assist with preparing approved violation notices through KWIC.
• Maintain tracking of issued violations and outstanding follow-ups.
• Assist with preparing weekly violation summaries for the Lifestyle Coordinator and Management.
• Help organize serious or repeated violations for Management review.
• Assist with Grievance Committee meeting preparation, including notices, documentation, agendas, resident information, and supporting evidence.
• Follow up with reporting residents when directed to confirm that concerns have been addressed.

Events & Community Engagement

• Assist with planning and executing resident events, activities, classes, and community programming.
• Research potential vendors, sponsors, restaurants, wellness providers, and local businesses for resident events.
• Help identify sponsored programming that can be offered at little or no cost to the Association.
• Coordinate event logistics including access, setup, furniture, signage, refreshments, resident registration, vendor arrival, and breakdown.
• Assist with creating event flyers, QR codes, notices, and digital communications.
• Attend and help oversee events when necessary.
• Gather resident feedback and attendance information after events.

Resident Communications

• Assist with drafting resident notices and communications relating to events, reminders, amenities, operations, and building updates.
• Prepare notices using Management-approved templates.
• Assist with KWIC communications after receiving appropriate approval.
• Help prepare printed notices, elevator signage, lobby postings, digital signage, and QR codes.
• Monitor resident responses and route questions to the appropriate department.
• Immediately escalate emergency or sensitive communications to the Lifestyle Coordinator or Management.

Vendors & Property Services

• Coordinate vendor and contractor access as assigned.
• Confirm appointments and communicate arrival instructions.
• Serve as an on-site contact for routine vendor visits when designated.
• Verify completion of assigned vendor work and report deficiencies.
• Assist with maintaining an updated vendor contact list.
• Help obtain information, proposals, photographs, or documentation requested by the Lifestyle Coordinator or Management.

Administrative & Reporting Support

• Assist with preparation of the weekly Lifestyle & Operations Report.
• Maintain accurate records of resident concerns, operational follow-ups, amenity concerns, staffing changes, violations, incidents, events, vendor assignments, and outstanding projects.
• Gather photographs, supporting documentation, and status updates from departments.
• Provide clear written updates on assigned responsibilities.
• Maintain organized electronic records and property documentation.
• Assist with additional Management projects as assigned.

Daily Expectations

• Review priorities with the Lifestyle Coordinator.
• Check outstanding operational assignments.
• Conduct designated property and amenity walkthroughs.
• Review Front Desk and Receiving activity.
• Follow up with Security, Housekeeping, Maintenance, and vendors on assigned items.
• Assist residents and staff with operational concerns.
• Update trackers and provide status reports.
• Confirm completion of previous assignments.
• Remain aware of major ongoing property matters in case leadership coverage is required.

Weekly Expectations

• Assist with staff scheduling and coverage changes.
• Compile operational information for the weekly report.
• Review assigned incidents and violations.
• Assist with upcoming events and resident communications.
• Review amenity and housekeeping concerns.
• Follow up on outstanding vendor or departmental assignments.
• Meet with the Lifestyle Coordinator to review unresolved matters and upcoming priorities.

Role Development Expectations

The Lifestyle Support Coordinator should continuously develop the knowledge and ability necessary to independently support the Lifestyle & Operations function. The goal of the position is for the employee to become capable of stepping into the Lifestyle Coordinator's daily operational responsibilities when necessary, while understanding which matters may be handled independently and which require Management approval.

• Building procedures and emergency protocols
• Front Desk and Receiving operations
• Employee scheduling and coverage
• Incident and violation documentation
• KWIC
• Resident communications
• Amenity management
• Security and Housekeeping coordination
• Event coordination
• Vendor management
• Operational reporting
• Resident service and conflict resolution

Qualifications & Skills

• Strong organizational and time-management skills.
• Reliable follow-through and attention to detail.
• Professional resident-service and hospitality mindset.
• Strong verbal and written communication skills.
• Ability to take initiative and work independently.
• Ability to identify problems and recommend practical solutions.
• Comfortable providing direction to staff when delegated authority.
• Ability to work effectively with residents, employees, vendors, contractors, and Management.
• Strong computer skills and proficiency with Microsoft Office.
• Ability to learn KWIC, Canva, property systems, cameras, access control, and other building technology.
• Ability to manage multiple priorities in a fast-paced high-rise residential environment.
• High school diploma or GED required.
• Property management, hospitality, condominium, hotel, residential, or customer-service experience preferred.

Physical & Scheduling Requirements

• Ability to routinely walk throughout the property and inspect indoor and outdoor common areas.
• Ability to stand, walk, bend, kneel, and lift up to approximately 25 pounds when necessary.
• Full-time, on-site position.
• Schedule flexibility may occasionally be required for events, meetings, staffing coverage, emergencies, weekends, evenings, or holidays.

Position Standard

The Lifestyle Support Coordinator is expected to be proactive rather than purely reactive. The position should not wait for every individual assignment to be provided. When an issue is identified, the employee should determine what can reasonably be done, take appropriate action within established authority, follow the matter through completion, and keep the Lifestyle Coordinator and Management informed. The ultimate purpose of the position is to provide reliable second-level leadership and operational continuity while helping 500 Brickell deliver a consistent, high-quality resident experience.