Social Activities Coordinator

Duties and Responsibilities

• Plan, schedule, and execute a full seasonal calendar of community events including themed parties, mixers, tournaments, holiday celebrations, and special interest activities
• Develop creative, original activity concepts that keep the program fresh and reflective of ORI’s luxury resort environment season after season
• Cook up all event logistics including venue setup, vendor management, catering coordination, décor, entertainment, supplies procurement, and post-event breakdown
• Maintain detailed event files including run-of-show documents, vendor contacts, post-event notes, and budget tracking records
• Collaborate closely and respectfully with the Social Activities Committee, incorporating owner input and ideas into event planning while providing professional guidance on execution
• Facilitate productive committee meetings: distribute agendas in advance, keep discussions on track, and document action items and decisions
• Navigate differing opinions among committee members diplomatically, fostering consensus and maintaining momentum for the program
• Serve as a welcoming, enthusiastic ambassador for the social program — greeting owners and guests at events, encouraging participation, and creating an inclusive community atmosphere
• Respond promptly and professionally to owner and guest inquiries, suggestions, and concerns related to social activities
• Apply sound conflict resolution skills to address issues that may arise before, during, or after events in a manner that preserves relationships and upholds program integrity
• Manage financial aspects of the program, preparing and managing event budgets; track expenditures and report actual vs. budget results through the management company to the HOA
• Process ticket sales, event fees, and merchandise transactions using Newbook (point-of-sale and activities management platform) in accordance with ORI policies
• Apply a working knowledge of California sales tax requirements to correctly determine when tax must be collected on event tickets, merchandise, and food and beverage transactions — and when transactions are exempt — maintaining accurate documentation to support HOA tax reporting
• Maintain organized records of events, budgets, vendor agreements, and participant data throughout the season
• Produce event summary reports and season-end documentation for the HOA Board
• Utilize Microsoft Office Word and Excel for correspondence, scheduling, budgeting, and reporting; learn and proficiently operate Newbook as ORI’s point-of-sale and activities management platform

Requirements

• A minimum of two (2) years of experience as a social activities coordinator, activities director, event coordinator, or comparable role at a luxury RV resort, motorcoach resort, hotel, or full-service resort property
• Demonstrated track record of planning and executing successful social events and activities programs; ability to present examples of prior work, event portfolios, or measurable program outcomes at time of interview
• Outgoing, energetic, and genuinely enthusiastic about community engagement; demonstrated ability to meet, greet, and build rapport with a diverse population of owners and guests
• Proven ability to collaborate effectively within a volunteer committee structure; respectful, patient, and skilled at building consensus among engaged community members
• Professional, polished demeanor with demonstrated conflict resolution skills; ability to de-escalate situations and arrive at constructive outcomes while preserving relationships
• Working knowledge of California sales tax requirements as they apply to event ticket sales, food and beverage transactions, and merchandise — including the ability to correctly identify taxable vs. exempt transactions
• Proficient in Microsoft Office Word and Excel
• Prior experience with a comparable hospitality or event management platform is a plus
• Reliable, punctual, and available to work a flexible schedule including evenings, weekends, and select holidays as required by the activities calendar