Events Coordinator

Duties And Essential Functions

As a key employee between the client, KW Property Management, and internal support staff, the events coordinator 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.

As a key employee between the client, KW Property Management, and internal support staff, the events coordinator 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.

The events coordinator often plays a large role in the creation and programming of both social and therapeutic activities. Scheduling and coordination of outside vendors for resident activities and enrichment is a duty of the events coordinator. The events coordinator is involved in executing all events and activities and reports directly to the property manager.

The position is fundamental to provide superior social activities and event planning to the community and includes working closely with the residents to facilitate this result. Strong interpersonal, customer service, planning and organizational skills are required. Below are some of the essential functions of the job;

• Planning, organizing, scheduling, coordinating and implementing all activities, programs and special events with the highest integrity.
• Planning & coordinating all league play for Tennis, Bocce Ball, Basketball, Pickleball and other various Sports/Fitness related activities and events – acquiring vendors, supplies and miscellaneous items necessary to conduct a successful activity.
• Recruits, hires, schedules and evaluates all qualified and certified instructors that provide a variety of social, educational and fitness classes for our residents (ex: aerobics, yoga, foreign language, art classes, etc.). Verifies and obtains license and insurance documentation, when appropriate. Coordinates usage fees and payments as necessary.
• Communicates with volunteer chairpersons of various activities, clubs and special interest groups (Mah Jong, Bridge, Art, Photography, etc.).
• Coordinates tours/trips off property for members.
• Builds a high level of participation in the activities and special events.
• Responsible for the set-up of meeting rooms (ex: room settling, microphones, projection screen, etc.) and maintains the event calendar and meeting space calendars.
• Maintains a registration list for all activities/ classes/events.
• Creates communications to be e-blasted to members from the Member Services Team. Works with the Activities Director in monitoring all communications, such as the daily and weekly newsletter, pop-up eblasts, an Activities E-Blast weekly for members and any other digital or paper communications to the members originating from Member Services.
• Ensure all staff in every area are fully informed of events and activities. Including but not limited to pool/gate attendants, Tiki Bar, Housekeeping, etc…
• Evaluates and critiques activities, monthly, submitting a report of all calendar events with attendance.
• Flexible work schedule and be present during all activities and special events according to their planned day and time. Nights, weekends and holidays are times when events are executed.
• Takes photographs of classes/activities/special events, which will be utilized on the website, and in-house television station to promote additional resident participation.
• Solicits information from the residents and the Social Committee of their desires for specific activities and incorporates those into the schedule when feasible.
• Plans and prepare a budget for these activities while working within guidelines. Responsible for accurate accountability of all events funds.
• Makes rounds on the pool deck, Tiki Bar, and other areas, soliciting members comments and input on past events and future suggestions.
• Proactive
  - Develop and propose solutions to problems and anticipate the needs of members.
• Interact with local organizations to network and…