What are the responsibilities and job description for the Administrative Assistant & Lifestyles position at Leland Management, Inc?
Description
Join our Team! Leland Management is seeking a General Manager (onsite Community Association Manager) for one of our communities in the Orlando, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 14 consecutive years, including winning first place in our category for 2021! The position is full-time (5 days with flexible hours) with competitive pay and excellent benefits.
The Administrator/Activities Coordinator is responsible for planning, coordinating, and implementing activities such as workshops, educational classes, social and entertainment programs to enhance the overall community Activities of our residents. Creating and nurturing unique relationships with each resident to ensure the community’s needs and desires are met is key to being successful in this position. The Admin/Activities Coordinator will work independently most of the time and must be capable of successfully performing position duties with minimal direct supervision from start to finish.
- Organize and run most resident activities on or off premises, including, but not limited to, dances, theme parties, holiday celebrations, exercise programs, movies.
- Conduct an assessment to determine those activities in which the residents would be most interested in pursuing and/or participating.
- Ensures that the telephone and emails are answered properly, and messages are handled courteously, accurately and in a timely manner. (24 hours turnaround)
- Create and update flyers for events to be displayed within the Villages of Bridgewater.
- Post meeting/event notices on the message boards.
- Spearhead the Lifestyle Committee Meetings
- Complete the Lifestyle Committee Agendas and Meeting Minutes in a timely manner.
- Maintain events/calendar sections of the community’s website.
- Coordinate all club meetings and use of rental rooms.
- Coordinate facility rental program and use of rental rooms.
- Setting up/break down the Multipurpose Room for meetings and events.
- Supervise all operation and technical requirements related to the Clubhouse such as lighting and sound.
- Notify the residents of any pertinent information by coordinating with the Community Association Manager to ensure that information is posted on the Villages at Bridgewater Lifestyles Website.
- Order needed supplies for events and/or rentals.
- Oversee the Lifestyle budget to ensure that costs are maintained within budgetary guidelines.
- Oversee and inventory all the Lifestyles assets
- Oversee and process invoices from sponsorship, events, vendors. Send to CAM to review and approve.
- Provide the Board (monthly) and the Lifestyle Committee (quarterly) reports at their designated meetings.
- Take photos of community events, parties, and other special occasions.
- Solicit and secure sponsorships/advertising and support funding from local businesses and organizations.
- Assist other departments as directed by the Community Association Manager (i.e. daily incoming phone call support). Crosstrain on administrative functions and overall HOA policies, procedure, and rules to support the administrative office.
- Special projects and other responsibilities as assigned by the Community Association Manager.
- Oversee private event reservations, club activity schedules, ticket sales and scheduling room use.
- Facilitate a walkthrough with members who reserve clubhouse facilities.
- Coordinate and assist Maintenance and other staff members for event set up (i.e., chairs, tables, dance floor, etc.).
- Inspect facility space after each event. Coordinate cleaning and restaging of facility space, including Clubhouse setup and breakdown.
- Coordinate all activities and provide customer service to the residents of the Community Association.
- Ensures that emails and phones are answered properly, and messages are handled courteously, accurately and timely.
- Politely welcome and assist visitors to the office.
- Understand and apply all safety, security, and emergency procedures.
- Additional duties as assigned by Community Association Manager.
- Flexible hours is a must. 8 hours per day unless discussed in advance. Saturdays and Sundays is a requirement at least twice a month.
