EVENTS COORDINATOR – PART TIME - Nellie Gail Ranch

REPORTS TO: Operations Manager

FLSA STATUS: Part-time

SUMMARY 

This position reports to the Operations Manager and is responsible for promoting a positive image for the Association through event coordinating and community involvement activities supporting homeowner interaction and building community spirit.  This position works with the Events Committee which plans the overall vision, budget and strategy for an event, handling tasks like theme development and overall guest experience.  The Event Coordinator then manages the execution of the pre-planned event.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

• Works with the Events Committee who will create the event concept and theme from the early stages of planning.  The Event Coordinator will then be the logistical expert who executes the planner’s vision.

• Works with the Events Committee to create and manage an annual calendar of events for the Homeowner Association, Tennis, Pickleball, Swim and Equestrian Centers. 

• Takes the pre-defined plan and implements it on the day of the event.

• Manages setup, decor, seating and technical equipment for the event.

• Acts as the primary point of contact for vendors and troubleshoots issues that arise during the event.

• Ensures vendors arrive on time. Adhere to the schedule and manages guest flow.

• Oversees seamless transitions between different parts of the events.

• Negotiate contracts with event related vendors.

• Attend and support scheduled community events.

• Solicit and coordinate volunteer participation.

• Prepare marketing, advertising and promotional materials for all events.

• Assist in the documentation of community program plans, vendor contracts, financial, event summary reports and Board reports.

• Requires some driving, must have a valid driver’s license.

SUPERVISORY RESPONSIBILITIES

This position has no staff supervisory responsibilities.

QUALIFICATIONS / COMPETENCIES

The position requires public relations skills and an ability to communicate and work effectively with people.  To perform this job successfully, an individual must be able to perform in a timely, complete and accurate manner each Essential Duty and Responsibility and have the following Qualifications and Competencies. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Demonstrated past event coordination and organization experience, or a combination of work experience & education.

• Demonstrated attention to detail, ability to manage time, organizational skills, proficiency in Microsoft Office.

• Proven ability to utilize a camera to take quality photographs for publication and website.

• Food and beverage experience. 

LANGUAGE AND INTERPERSONAL SKILLS

• Proficient in English. 

• Excellent written and verbal communication skills.

• Ability to respond effectively to inquiries or complaints. 

• Excellent skills in managing relationships and communicating with all constituents.

COMPUTER SKILLS

Experience and skill working with Excel, Word and Outlook.

MATHEMATICAL SKILLS

Ability to perform basic mathematical skills and to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. 

While performing the duties of this job the employee is most frequently required to sit and use hands to utilize a computer to write and type. Employee shall also be required to be able to text, answer and dial telephones.  The employee must be able to stand and walk to take photos for relevant Newsletter Magazine and/or media content. 

The vision requirements include ability to adjust focus; depth perception, peripheral vision, color vision, close and distance vision.

WORK HOURS

Flexible schedule, part-time approximately twenty (20) hours per week. Work from Business Office weekdays to prepare for events. Events are typically scheduled evenings and weekends. Customary lunch breaks will be taken if more than 6 hours worked in a day.