Job Description

Job Description

Job Description

The Lifestyle Manager is a diverse full time Management position with overall responsibility of Resident experience, customer service, planning, coordinating and executing all social activity for the community as well as communication; emails and social media. Responsibilities include booking and contract administration of ballroom rentals, planning and executing of events for the community.

The Lifestyle Manager also provides management, direction, and leadership, along with the General Manager. to ensure the property is operated in accordance with KWPM objectives.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

Lifestyle Manager often play a large role in the creation and programming of both recreational and therapeutic activities. They will often work with other staff to develop and implement programs, but they are responsible for ensuring these programs meet any federal or state regulations and are safe and appropriate for all. The Lifestyle Manager is also responsible for the scheduling of events.

The position is fundamental to provide superior social activity to the community and includes working closely with the residents and KWPM On-Site staff to facilitate this result. Strong interpersonal, customer service, planning and organizational skills are requited. Below are some of the essential functions of the job:

• Schedules and organizes complex activities such as meetings, special events, rentals, department activities or property lifestyle programs with the highest integrity.

• Assists in planning events – acquiring entertainment, caterers, decorations or any other requirements necessary to conduct a successful event.
• Assists in recruiting, hiring, scheduling and evaluating 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
• Ensures room rentals are reserved in accordance with the Association guidelines and rental agreement
• Builds a high level of involvement by residents in all activities/special events.
• Coordinates special considerations for meeting rooms (ex: room settling, microphones, projection screen, etc.). Maintains a reservation calendar to verify availability of facility areas.
• Maintains a registration list for all activities/ classes/events.
• Organizes and prioritizes large volumes of information and calls.
• Responding to rental inquiries in a timely, effective and proactive manner
• Renter and vendor contract and document administration
• Acts as a liaison with other departments and outside agencies, including high-level staff such as District Managers, Vice-Presidents, Board members, and chief Engineers.
• Handles confidential and non-routine information and explains policies when necessary.

• Maintain, update, type, and coordinate account information in computer database.
• Coordinate and track important dates and meetings, such as annual and budget meetings.
• Ensure that all communication is handled in a professional and courteous manner from the team on site. Also ensures that phone messages and e-mails are responded to appropriately and within a 24-hours, business hours.

• Assist with producing minutes for Committee and Board Meetings.
• Assist with preparation for Association Meetings and Board events
• Ensures all events are within the approved budget, vendors are pre qualified and meeting the KWPMC and property standards.
• Responsible to work closely with Committee’s and each Committee Chairperson of various activities, clubs and special interest groups (Book Club, Enoteca and or wine events, Mah Jongg, Bridge, Art, Photography, etc.).
• Provide activities information for the website.
• Assist in posting all agenda to proper physical locations and to the website.
• Responsible for making sure Lynk and KWIC information is kept up to date..
• Creates and coordinates monthly newsletters.
• Prepares a yearly budget for Lifestyle activities and working within guidelines. Responsible for accurate accountability of all activity funds.
• Available to residents to answer questions, to consider new ideas and to respond to social activity needs.
• Proactively develop and propose solutions to problems and anticipate the needs of members.
• Interact with local organizations to network and promote the community.
• Communicate effectively with others, both orally and written.
• Represent the community with the utmost professionalism.

COMPETENCIES

Supervisory Responsibility; This position will be responsible in supervising team members and/or departments at the property. In addition:

• Problem Solving/Analysis.
• Leadership.
• Teamwork Orientation.
• Customer/Client Focus.
• Time Management.
• Communication Proficiency.
• Technical Capacity

WORK ENVIRONMENT

This position is located in a residential HOA community. The position will be in an office environment.in-doors as well as throughout the property out-doors. The environment will be busy and loud during events. The events are hosted at the property. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

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

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 30 pounds or less. some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures. In this role you may be the only employee present to set up for an event. You will need to be able to work alone and be able to set up tables, chairs, chair equipment, etc, by yourself wether indoors or outdoors.

POSITION TYPE / EXPECTED HOURS OF WORK

This is a full-time non-exempt position. Days and hours of work will be scheduled, weekly, based needs of the property. Scheduled working days will often be on the weekend.

TRAVEL

Minimal local travel will be required for this position. The job will require to purchase or rent equipment and items for events on property. Driving to and from the vendors may be necessary. Travel will also be to attend meetings and trainings at an off-site location, generally within the city limits of the job site

REQUIRED EDUCATION AND EXPERIENCE

• Prior experience in a related position; a minimum of 3-year experience INCLUDING 1 year in a social or recreational program.
• Bachelor’s degree

• Working knowledge of computer and associated programs; MS Office Suite.

• Flexible work schedule to be able to supervise activities and special events according to their planned day and time

• Ability to multi-task, set, and manage priorities.

• Must possess excellent written, verbal and non-verbal communication skills, creative, caring, able to work under high-pressure situations.

• Must be able to plan, implement and evaluate an ongoing activity program. Must be able to order and maintain the supplies necessary to support the activity program.
• Must be able to work within a budget.
• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Must function in team organized environment.
• Bi-lingual in Spanish may be required at some communities whereas the majority of the population and clients are Spanish only speakers.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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