Part Time Event Planning Coordinator

Job Description

Job Description

Under the general direction of the Operations Manager performs a variety of secretarial and maintenance functions. With approval of the Operations Manager may be required to perform other tasks as assigned by the Meadow Pointe II Community Development District (MPII CDD) Board of Supervisors.

Primary Duties & Responsibilities

(The following examples are intended to be descriptive, but not restrictive.)

1. Maintains courtesy and professionalism with residents, visitors, and vendors to ensure that the values of the MP II District are reflected by the clubhouse.

2. Check phone messages, emails, reservation book.

3. Make courtesy calls for clubhouse reservations.

4. Planning & Strategy: Defining event goals, themes, and scope, creating detailed timelines, and managing budgets.

5. Vendor Management: Researching, booking, and coordinating with the clubhouse, caterers, decorators, and entertainment.

6. Logistics & Execution: Managing on-site operations, including setup, guest registration, transportation, and teardown.

7. Communication: Acting as the main point of contact for residents, board members, staff members and vendors.

8. Post-Event Analysis: Reviewing invoices, evaluating success, and preparing reports.

9. Ensures that CDD policies and procedures, operating manual and emergency operations manual are adhered to by staff, residents and volunteers.

10. Maintains various reports — Budgets, schedules, contact information.

11. Other duties and projects assigned.

Job Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required:

1. Education and/or Experience: High School Diploma or G.E.D.; one to two years' related experience and/or training.

2. Communication Skills: Must have excellent communication skills. Fluent command of the English language. Ability to effectively communicate orally and in writing. Ability to effectively present information to residents, Board of Supervisors, other employees of the CDD and public.

3. Various Skills: Secretarial and organizational skills including telephone protocol, emailing/copying, ability to prioritize, strong customer service orientation, multitasking, negotiation, and problem solving skills.

4. Computer Skills: Working knowledge of Microsoft Office (Word, Excel, etc.) and other CDD computer programs as needed.

5. Flexibility: Ability to work long, irregular hours, including evenings and weekends.

Desirable Qualifications

1. A valid Florida's Vehicle Operator's License.

2. Knowledge and ability to safely operate office equipment necessary to maintain CDD office.

3. Ability to meet the scheduling requirements of the CDD by working nights, weekends, and/or holidays.

Physical Demands & Work Environment

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

1. While performing the duties of this job the employee is required to stand, walk, stoop, and kneel.
It is crucial to the outcome of the job tasks that the employee is able to talk, hear, and use hands to finger, handle or operate objects, tools, or controls and to reach with hands and arms or sit for long periods of time.

2. Normal office environment with little, if any discomfort due to heat, dust, noise and the like.

3. The employee is exposed to wet and/or humid conditions, and outside weather conditions while performing outdoor duties and responsibilities.

This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be performed by a person so classified.