Job Description
Position Title: Part-Time Events Coordinator Location: In-Person
Schedule: Part-Time, 15- 25 hours per week (evenings & weekends as needed).
Position Summary: The Part-Time Events Coordinator plays a vital role in creating a vibrant and connected community by planning and executing events, programs, and activities for clients and residents within the Homeowners Associations (HOA). This position works closely with the Lifestyle Director, Board of Directors, Vendors, and Community Partners to deliver high-quality events that enhance resident engagement, strengthen neighborhood relationships, and promote communitys values.
The ideal candidate is organized, professional, quick on their feet, personable, has strong communication skills, and a passion for creating meaningful experiences.
Key Responsibilities: Event Planning & Execution - Plan, coordinate, and execute a diverse calendar of events, including holiday celebrations, seasonal festivals, educational workshops, board-approved social programs, and resident engagement initiatives.
- Collaborate with the Lifestyle Director and team to develop event concepts that align with the HOAs mission and community demographics.
- Coordinate all event logistics such as venue reservations, setup layouts, permits, insurance requirements, vendor selection, entertainment, catering, rentals, and signage.
- Ensure compliance with HOA rules, policies, and budgetary guidelines during the planning and execution of all events.
Resident Engagement & Communication - Serve as point of contact for residents regarding event details, registration, and participation.
- Draft and distribute event communications through newsletters, email campaigns, and community portals.
- Create and manage RSVP systems and attendance for community events.
- Collect post-event feedback and resident suggestions to improve future events and seek improvement for engagement opportunities.
Vendor & Partner Coordination - Source, negotiate, and manage contracts with vendors, entertainers, and service providers.
- Coordinate vendor schedules, deliveries, and payments, and maintain ongoing professional relationships to ensure high-quality service delivery.
- Partner with local businesses and community organizations to develop sponsorship opportunities and enhance event offerings.
Administrative & Operational Support - Assist with creating and maintaining annual events calendar, timelines, and budget tracking spreadsheets.
- Prepare event proposals, cost estimates, and post-event reports for management and the Board of Directors.
- Support administrative tasks such as purchase orders, expense reconciliation, and vendor invoicing in coordination with Lifetime HOA Managements processes.
- Assist with maintaining inventory of event supplies, decorations, and promotional materials.
Qualifications: - Previous experience in event planning, hospitality, customer service, lifestyle programming, or HOA/community association knowledge.
- Strong organizational skills with the ability to manage multiple projects simultaneously and meet deadlines.
- Excellent written and verbal communication skills, with a professional and approachable demeanor.
- Ability to work independently while also collaborating effectively with a team.
- Comfortable working in a dynamic environment with occasional evenings, weekends, and holiday events (not to be held on a U.S. holiday).
- Proficiency in Microsoft Office Suite, Canva, HOA software, email marketing tools, or event management platforms is a plus.
- Ability to lift 50 lbs.
Job Tags
Part time, Seasonal work, Work at office, Local area, Afternoon shift,