Project Coordinator

About the Role

Key Responsibilities

• Maintain high-level customer service and hospitality both internally and externally.
• Support reservations with members for community programming, Clubs, events, activities, volunteerism, etc.
• Circulate meeting agendas before the meetings, and post-meeting notes with action items and follow-up.
• Partner with the team to create, manage, and adhere to an annual budget, including monthly progress updates.
• Review and process reservation requests from all programmers and Clubs to ensure they adhere to the processes and guidelines.
• Audit and process approved vendors to ensure compliance with insurance requirements.
• Monitor and audit the master community event and activities calendars as needed and ensure accuracy for posting on the community App and website.
• Create and implement survey tools and processes to identify resident interest for community event activities and recreational programs.
• Communicate with the RanchLife Director and staff on all logistics involved for each event and follow through with meeting needs.
• Manage the maintenance and cleanliness of rooms, furniture, and equipment used for each venue; both pre and post-events.
• Monitor monthly expenditures of all community events, activities, recreational programs, etc., to ensure management of expenses, accurate coding, and compliance to budget limits.
• Update event budgets for pre and post-events.
• Process internal and external complaints and/or praises.
• Maintain vendor relations and ensure that service standards are maintained, such as contract expirations.
• Create and edit promotional content for current and upcoming events to support the Communications Specialist and RanchLife Director.
• Attend and participate in Board meetings as required.
• Perform other duties as assigned.

Requirements

• Proficient in English.
• Strong ethical practices.
• Strong internal/external customer relation skills with the ability to communicate effectively with all levels of management, associates, members, and other stakeholders.
• Excellent general math skills.
• Demonstrates organizational and time management skills with the ability to multi-task, implement, and monitor progress for successful completion.
• Ability to work well under pressure in a fast-paced environment meeting deadlines.
• Demonstrates awareness of variables that could affect associate retention and/or morale.
• Excellent attendance and punctuality.
• Practice and adhere to FirstService Residential Global Service Standards.
• Always conduct business with the highest standards of personal, professional, and ethical conduct.
• Possess strong customer service skills and a positive attitude.
• Has advanced computer skills in Microsoft Office Outlook, Word, Teams, and Excel, and is receptive to learning and utilizing company-provided tools.
• Possess exceptional communication skills (verbal and written).
• Detail-oriented.
• Able to work occasional evening, holiday, or weekend hours, if needed.
• Must be able to lift 30 lbs, sit and stand for extended periods, and move around during events.
• Must have finger dexterity for typing/using a keyboard.
• Must have a valid California driver's license, own reliable transportation, and State-mandated vehicle insurance.
• May need to travel within the community and to neighboring communities or the corporate office.

Nice to Have

• Experience with community event planning or coordination.
• Familiarity with community management software or apps.

Qualifications

• High school degree or GED equivalent.

Benefits & Perks

• Medical, dental, and vision plans (full time and part time 30+ hours).
• Part time 20+ hours qualify for dental and vision.
• 401K match.
• Time off including vacation, sick, and company paid holidays.
• Pet insurance available.
• Verizon discount.
• Tuition reimbursement.
• Legal services.
• Free emotional wellbeing and daily life assistance support for all associates.
• Domestic partner coverage.
• Health savings account.
• Flexible spending account.