Lifestyle Director

KW PROPERTY MANAGEMENT AND CONSULTING•Miami Beach, FL

13h•Hybrid

About The Position

The Lifestyle Director is a diverse full-time position with the overall responsibility of providing an exceptional level of social activity for community residents through professional planning, organizing, and scheduling communication via newsletter, flyers, website, meetings. The position is essential to encourage maximum resident participation. Responsibilities include booking and contract administration of rentals, management of rental staff, vendor coordination and onsite coordination of rentals as needed as well as management and training of all Front Desk, Concierge, Gate House personnel. The Lifestyle Director also provides management, direction, and leadership, along with the General Manager. to ensure the property is maintained and operated in accordance with KWPM objectives.

Requirements

Prior experience in a related position; a minimum of 3-year experience INCLUDING 1 year in a social or recreational program.
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.

Responsibilities

Schedules and organizes complex activities such as meetings, special events, travel, conferences, 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.
Daily oversight of the Front Desk, Concierge and Gate House staff and/or other team members on-site.
Develop Standard Operating Procedures for the community to ensure service excellence is met.
Assists in recruiting, hiring, training, scheduling and evaluating Association Personal.
Assists in coordinating tours.
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
Scheduling and providing venue tours of the property by appointment and assist in property orientation for new Residents.
Following up with interested renters to book rentals
Renter and vendor contract and document administration
Providing one‐on‐one coordination meetings with renters prior to their rental (varies according to rental package)
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.
Coordinates division of workload with the administrative assistant at the property.
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.
Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily, in a timely manner.
Assist with producing minutes for Board Meetings.
Assist with preparation of the Board Agenda’s and Board Packet.
Ensures coding and entering all Invoices for the community is done according to company standards.
Assists in cutting checks for payment of services in a timely manner (instructors, entertainment, caterers, etc.).
Responsible to work closely with Committee’s and each Committee Chairperson of various activities, clubs and special interest groups (Book Club, wine events, Mah Jongg, Bridge, Art, Photography, etc.).
Assist with gathering quotes & proposals for projects or events for the community.
Daily management of the office staff and/or other team members on-site.
Supply ordering for Maintenance, Housekeeping, and the Office.
Provide activities information for the website and newsletters.
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.
Assists Administrative assistant to make sure that Vendor Packets are processed for all Vendors.
Assists Administrative assistant to monitoring of Vendor License and Insurance Expirations.
Solicits information from the residents of their desires for specific activities and incorporates those into the schedule when feasible.
Takes photographs of classes/activities/special events, which are used on the website to promote additional resident participation.
Creates and coordinates weekly and monthly newsletters.
Assists in evaluating and critiques of activities, monthly.
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.