Programs Coordinator

VESTA PROPERTY SERVICES INC•Saint Johns, SC

3d•$17 - $19•Onsite

About The Position

Together We Soar! Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida’s Top Workplaces. Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values! Your Flight Plan! The Administrative Assistant is responsible for Contracting of all entertainment including theatrical performances, dance bands, DJ's, tournaments, and special theme events by researching and scouting events for the purpose of obtaining quality entertainment/events through promotional materials, references, visiting performing arts centers or other venues.

Requirements

High School diploma or GED required.
2 years minimum previous experience in Event Coordination required.
Excellent public speaking and people skill required.
Occasional travel may be required.

Responsibilities

Coordinate and assist with the planning and execution of community programs, classes, special events, theme events, educational symposiums, and private parties in collaboration with the Lifestyle Director, Amenity Manager, community management team, instructors, entertainment providers, and community partners.
Schedule and coordinate the use of community amenities and event spaces, including the Activities Center, Nature Center, Theatre, and other designated locations, ensuring dates and facility availability are confirmed with management prior to engaging entertainment, vendors, or event partners.
Coordinate and book entertainment, wine tastings, nonprofit organizations, clubs, educational programs, and other community events while ensuring all required information, approvals, agreements, and documentation are obtained.
Assist with negotiating and securing contracts and agreements for entertainment, theme events, educational symposiums, and other programs, including obtaining required accounting information, tax identification numbers, deposits, addresses, contact information, insurance documentation, and other applicable requirements.
Promote community events and programs by coordinating publicity materials for newsletters, flyers, email communications, social media, signage, posters, tickets, and other promotional materials. Ensure materials are accurate, available, and distributed in a timely manner.
Review and process party rental requests for community amenities and ensure rental applications, agreements, fees, and required documentation are completed accurately and timely.
Verify party rentals and events comply with community policies, amenity capacity limits, scheduling requirements, and applicable safety guidelines.
Communicate approvals, denials, rental requirements, and event expectations clearly to residents and staff.
Coordinate all event requirements in advance by communicating with management, on-site staff, maintenance, vendors, entertainment providers, and other individuals necessary to ensure successful event execution.
Communicate event schedules, equipment needs, setup and breakdown requirements, and staffing needs to the management team and maintain current event information.
Serve as an on-site party attendant or event representative for assigned private events and community programs.
Open and close amenities, assist with setup and breakdown, monitor events, and ensure residents and guests follow community rules, noise policies, capacity limits, and facility requirements.
Address event-related questions, concerns, or issues professionally and escalate significant concerns, policy violations, damages, or incidents to management as appropriate.
Complete post-event inspections and report any damages, maintenance concerns, incidents, or other issues to the appropriate management team.
Attend assigned community events through completion to assist with introductions, event coordination, resident engagement, and gathering feedback regarding resident preferences, likes, and dislikes.
Use resident feedback to assist with evaluating future programs, entertainment, and theme events.
Support resident engagement initiatives and collaborate with instructors, entertainment providers, vendors, community partners, and residents to create successful and engaging programs and events.
Maintain organized records of community programs, events, party rentals, contracts, agreements, fees, approvals, communications, and incident reports.
Provide general administrative and operational support to the Lifestyle Director, Amenity Manager, and community management team as needed.
Maintain a flexible work schedule, including evenings, weekends, and holidays, as required to support community programs, private rentals, and special events.
This position has no supervisory responsibilities.
This position reports to the Lifestyle Director and Amenity Manager.