Facilities & Events Coordinator Job Vacancy in Seabreeze Management Company Las Vegas, NV – Latest Jobs in Las Vegas, NV

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Company Name : Seabreeze Management Company
Location : Las Vegas, NV
Position : Facilities & Events Coordinator

Job Description : Introduction:
Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.
At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.
Summary:
Primary responsibilities are working at the direction of the General Manager on a wide variety of administrative support services as well as strategic planning of all resident events, activities, and private resident parties within The Heights at Reverence. Under the direction of the General Manager the Facilities & Events Coordinator performs office work directly related to general business operations and implements, organizes, promotes recreational and fitness related activities for a multi-aged community.
The Facilities & Events Coordinator will have significant contact with residents requiring exceptional customer service skills and a disposition for multi-tasking. The Facilities & Events Coordinator will participate in substantial vendor communication, assist in budget preparation, as well as control of records and reports regarding operations, personnel records, and emergency service duties. With the support of the general Manager, the Facilities & Events Coordinator makes decisions based on the facility, residents, and community rules. This position requires flexibility and ability to work varying schedules.
Essential Duties and Responsibilities:
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. 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.
Provide administrative support to the General Manager such as:

Ensure that the office telephone is answered in a friendly professional manner with messages accurately recorded and distributed in a timely fashion, as well as screening calls and correspondence for the General Manager.
Maintain phone lists for extensions, direct dial list, emergency vendor list and employee contact list.
Scanning signed Meeting minutes, financials, other homeowner documents into cloud-based files as well as on site file storage.
Assisting with preparation of reports, letters, correspondence, online forms, and updating the contents of the HOA software.
Prepare, code, and research invoices and check requests for payment of services or products related to Executive Office functions. May include research and/or contacting vendors for additional information regarding past due statements or invoices.
Walk facilities to ensure cleanliness, resident enjoyment, and rule compliance, while having the ability to handle difficult situations in a calm and professional manner.
Prepare binders, spreadsheets and documentation needed for Board Members and Management meetings.
Verify resident eligibility for facility use.
Attend Association related meetings including social committee meetings, board meetings, and staff meetings.
Maintains compliance with all health, fire, as well as state and local regulations.
Performs research and special projects at the direction of the general manager.
Enforce facility rules and regulations
Process works as assigned and assist homeowners in person or on the telephone. Answer multiple phone lines, screen, and refer callers. Provide detail responses for information requests regarding Associations’ programs and activities.
Learn and proficiently operate the onsite resident reservation system.
Maintains the clubhouse information center with current information at the clubhouse and any other area deemed appropriate.

Partners with the General Manager, Social Committee and Club Chairs to coordinate all community events, programs, and services.

Develop an active volunteer program among residents, solicit input and involvement from residents to stimulate awareness and participation.
Work with residents to assist in forming clubs for their special interest groups.
Work with Social Committee and Club Chairs to implement, execute and coordinate activities and events as directed by the General Manager.
Maintain monthly internal office and online calendars for HOA activities, events, and resident private parties to include dates, times, and description.
Responsible for ensuring efficient coordination of room scheduling and room set-up for all HOA events, board of directors, committees, and club meetings, either scheduled or unscheduled as well as other uses appropriate for the community.
Coordinates with maintenance supervisor for set-up requirements of maintenance personnel for major events in the clubhouse
Secure all entertainment, food, decorations, and items necessary to carryout events.
Learn and become proficient in the set-up of rooms, understand room scheduling and ensure both are completed in advance for lifestyle/resident use.
Assess overall success of HOA events through focus groups and surveys.
Assist/work at HOA events (set-up equipment, trash removal, clean-up, tear-down, food/beverage service, interact with residents).
Creates a yearly and monthly activity/event calendar to promote social and recreational interaction of the residents.
Research, plans, and executes successful off-site excursions.
Prepares funds requests from supporting documentation for events, activities, and clubs.
Administers an activities budget as approved by the board of directors as well as creating and maintaining an Excel spreadsheet with revenue and cost data per HOA activity or event.
Required attendance at all activities and events of the HOA (included in salary).

Assisting residents with rental of the clubhouse for private parties:

Providing residents with the clubhouse rental agreement, determining a viable date based on the clubhouse calendar, determination of area(s) to be rented based estimated occupancy in relation to maximum area capacity.
Responsible for receiving a signed copy of the clubhouse rental agreement along with the required deposit before placing the party onto the HOA calendar.
Coordinate with resident to receive required documentation and requirements from their outside vendors, such as COI, anticipated area setup.
Required attendance at all private clubhouse rentals. (additional compensation will be paid on these days).

Requirements
Knowledge, Skills and Experience:
The Facilities Coordinator will design and coordinate programs that enrich the quality of life and enhance the vibrancy and overall experience of living within The Heights at Reverence. The following are required:
Knowledge:

Ability to perform intermediate mathematics, spelling and writing skills.

Communication Skills:

Excellent verbal and written business communication skills.
Pleasant telephone voice with clear and concise pronunciation of words.
Effective and dynamic public speaking skills.
Effective interpersonal and communication skills paired with high energy, initiative, and enthusiasm
Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders.
Ability to interact and work positively and effectively with staff, volunteers, and board members at all levels.
Ability to read, understand and implement established policies and procedures.
Ability to lead people and get results through others.
Professional image or business image per policy and ability to keep work area clean
Ability to handle aggravated clients in a calm and professional manner
Ability to read, understand and implements association’s rules and regulations

Organizational Skills

Proven ability to organize and manage multiple tasks with competing priorities and deadlines
Effective calendar management and follow up skills.
Must utilize discretion in managing highly confidential or sensitive information.
Ability to multi-task with frequent interruptions, changes and delays while remaining focused.

Professional Skills:

Advanced working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), database software, internet, and website portals, point of sale system, registration processes, policies and procedures, equipment, material, and products.
Experience in budgeting, tracking, and working within budget parameters.
Computer proficiency with respect to Microsoft Office Suite, database software, internet, and website portals, point of sale system, registration processes, policies and procedures, equipment, material, and products, etc.
Ability to work with confidential/sensitive information and use diplomacy in communicating such information.
Ability to problem solve exercising good judgment and decision making.
Ability to lead people and get results through others.
Ability to adapt and adjust to change.
Ability to operate equipment as defined by the position.
Ability to work with minimum supervision and self-motivated to seek additional responsibilities

Minimum Education:

High school diploma or GED and three (3) years of full time, paid, professional experience coordinating and promoting recreational activities and programs, volunteer programs and/or fundraising events.
Can work a varied schedule of extended hours to include evenings, weekend and holidays based on community events and private resident parties as well as other needs in accordance with this position.

Preferred Qualifications:

Bachelor’s degree in recreation, hospitality, communication, or related field and two (2) years of full time, paid, professional experience coordinating and promoting recreational activities and programs, volunteer programs and/or fundraising events.
Prior experience with Homeowner’s Association programs.
An equivalent combination of education and/or experience can be substituted for the minimum requirements on a year-for-year basis.
Language Skills:
The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

Valid driver’s license and State mandated vehicle insurance.
Availability:
Must have the ability to work weekends, holidays, evenings, days and monthly rotating schedule depending on resident planned activities, demands of the facility and resident private clubhouse rental. Ability to adjust work schedule with minimal notice from management.
Working Environment:

Position involves sitting, standing, and movement throughout the day.
Must be able to set up and break down events as needed.
Utilizing a computer in an office setting.
Capable of working extended hours, to include evenings, weekends, and holidays.

The Facilities Events Coordinator works in a well-lighted, clean environment. S/he constantly interacts with other people and will have to handle several responsibilities at once.
Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact us at Vy Nguyen at (949) 334-8166.
Job Type: Full-time
Pay: From $26.44 per hour
Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Vision insurance

Schedule:

8 hour shift
Holidays
Weekend availability

Application Question(s):

Please provide an email address?

Experience:

Events Coordination: 2 years (Preferred)

Work Location: One location

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