Activity Director

  • Marvelle at Southcenter
  • Tukwila, WA, USA
  • Feb 15, 2020

Job Description

Requisition Number 2020-9858
411 Baker Boulevard
Posted Date 2020-01-17
Category Customer Service
Property Name Marvelle at Southcenter

Opportunity Starts Here:

Since opening in 2000, the culture at Alliance has been one with an entrepreneurial spirit that consistently pushes the evolution of the multifamily industry. As a result, we've revolutionized the apartment living experience and continue to be recognized for delivering world-class services and exceptional customer experiences. And that's really why we are here in the first place - to build homes, lifestyles, and opportunities for those who call Alliance home. It's this mission that propels us forward each day, motivating us to craft work environments that are engaging, empowering, and dedicated to professional advancement.

If you're looking for a fast-paced, ever-evolving career that rewards grit and perseverance, you've come to the right place. Welcome home.

A Day in the Life:

Activity Director - SH will create and coordinate social and physical activity programs and other miscellaneous resident related functions to achieve community goals surrounding resident retention. This role also plays an integral part in the sales process by working closely with the Community Manager and Sales Consultant/s. This role does whatever is necessary to make the selling process more effective and the move in process more efficient. The Lifestyle Coordinator - SH will assist with all aspects of sales and marketing for the community. This position will contribute to the success of the community sales team's achievement of year end budgeted occupancy, revenue, and resident retention goals.

What You'll Do:

Activity Director

• Create and coordinate programs and events surrounding social and physical activities that may include resident functions, birthday cards, welcome parties, off-site excursions and other events such as In Circle, as directed. Responsible for the set-up, preparation and take down for each event. At least 2 to 5 activities or events per day, 7 days a week are required. (Many of these may be led by residents.) Also responsible for purchasing and coordinating any items required for the event. Evening and weekend work may be required.
• Maintain prospect attendance records for each event when possible, collecting prospect contact information for future use and follow up.
• Photograph residents and events whenever possible for use in cards, social media, newsletters and videos.
• Create and produce the monthly calendar with activities and events, newsletters and fliers for the community as needed.
• Meet with each new resident to create a profile on preferred activities and events.
• Coordinate the resident volunteer program by enlisting and managing the volunteer schedule for consistent and equal participation by all that would like to participate. Recruit and train volunteers from within the community to participate in events, activities and clubs.
• Interact with all residents and acknowledges them by name if possible. Should be knowledgeable of the community and other policies to assist with community tours if needed.
• Provide assistance as necessary with the ongoing Resident Surveys and Activity Questionnaires.
• Provide input into the development of budget(s) for properties within the property portfolio as it relates to planned activities, resident retention and excursions. Manage expenses to budget.
• May coordinate interview process and make recommendations for the hiring of qualified and certified instructors for on-site exercise and spa activities. Assist and train on-site staff to host successful resident activities and participate in the events when possible.
• May be instrumental in interviewing and recommending local, licensed transportation companies to transport residents to off-site destinations and excursions

• Create partnerships with local vendors, businesses and organizations to enhance community events. Partnership can be for parties, door prizes, opportunity drawings, etc.
• Schedule and manage transportation program, if provided.
• Maintain confidentiality of pertinent information concerning residents and staff.

• Tour Support - Assists with tours when needed.
• Prospect Experience - Inspects tour path, model apartment(s), and leasing office on a regular basis in order to maximize appeal of the prospect experience.
• Phone / Internet Support - When needed, answers inquiry calls and internet inquiries.
• Follow-up - Utilizes CRM to maintain an accurate and up-to-date prospect database. Assist with daily, meaningful prospect follow-up. Helps the team perform the required number of follow-up contacts in accordance with Active Adult standards through phone calls, personal visits, notes, etc. Coordinate prospect and depositor related creative follow up deliveries with couriers, shipping, Amazon, etc.
• Sales Collateral - Organize and ensure adequate supply of fully assembled sales collateral, marketing and outreach packets. Maintain files and marketing materials for realtors, transition companies, and moving companies. Maintain copies of all floor plans, in hard copy and email versions.
• Current Sales and Marketing Program Standards - Participates in ensuring that sales and marketing program standards and benchmarks are being met.

New Resident / Depositor Relations
• Meet and greet residents and families on the day of move in and ensure smooth process. Hand deliver move-in gift the day of move-in.
• Prepare and complete all paperwork related to new move-ins and renewals according to policy, including preparation of Move-in Packets.
• Process applications, credit screening, and criminal background checks.
• Coordinate the distribution of all Move-In paperwork to the appropriate personnel.
• Coordinate and communicate unit readiness with appropriate personnel to ensure timely move-ins.
• Set up resident folders.
• Assist with furniture measurements and placement.
• Coordinate moving services.

Facilitate Communications
• Arrange for optimal coverage for all incoming inquiry calls and tours.
• Establish and maintain system for written phone messages.
• Generate thank you letters, form letters for mailing mass brochures / flyers to prospects.

• Prepare and circulate to staff each morning a daily overview of scheduled tours, move ins / move outs, and inventory ready to show.
• Update unit status daily on white board.
• Assist in the completion of and submit to corporate all necessary reports.

Other Responsibilities:
1. Completes various human resources, financial, administrative, and other reports and analysis, and performs other duties as assigned or as necessary.

Organizational Responsibilities:
• Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).
• Practices proper safety techniques in accordance with Company, property, and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s).

• Identifies areas for improvement and offers suggestions to improve efficiency and productivity.
• Keeps abreast of current changes in technology, processes, and standards within the industry and area(s) of responsibility by attending internal and external training classes, research and/or subscribing to the internet or other professional publications, or utilizing other appropriate method(s) to obtain business and professional information, and applies knowledge and practices to area(s) of responsibility.

What You'll Need to Succeed:

Working Conditions:

• Incumbents work in an office environment, but also may have frequent exposure to outside elements where temperature, weather, odors, and/or landscape may be unpleasant and/or hazardous.

Physical Demands:
• Incumbents must be able to physically access all exterior and interior parts of the property and amenities.
• Incumbents must be able to push, pull, lift, carry, or maneuver weights of up to twenty-five (25) pounds independently and fifty (50) pounds with assistance.
• Routine, local travel may be required to various properties within the portfolio, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position.
• Incumbents must have a flexible work schedule with ability to work evenings, weekends, and holidays.

Required Licenses or Certifications:
• None

Knowledge, Skills, Abilities:
• Demonstrated ability to read, write, and communicate effectively to comprehend and create resident communications documents.
• Excellent interpersonal communication skills to delivery customer service, handle possible irate residents, and build positive resident relationships.
• Demonstrated proficiency in organizing and coordinating large functions and gatherings.
• Demonstrated proficiency in word processing programs for use in creating flyers and newsletters as needed.

1. Ensures Accountability - Holds self and others accountable to meet commitments.
2. Action Oriented - Takes on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm.
3. Communicates Effectively - Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
4. Customer Focus - Builds strong customer relationships and delivers customer-centric solutions.
5. Decision Quality - Makes good and timely decisions that keeps the organization moving forward.
6. Interpersonal Savvy - Relates openly and comfortably with diverse groups of people.
7. Being Resilient - Rebounds from setbacks and adversity when facing difficult situations.
8. Resourcefulness - Secures and deploys resources effectively and efficient.

9. Situational Adaptability - Adapts approach and demeanor in real time to match the shifting demands of different situations.
10. Instills Trust - Gains the confidence and trust of others through honesty, integrity and authenticity.

What You'll Receive:

  • Professional and upbeat work environment
  • Competitive compensation and incentives
  • Paid training and professional development opportunities
  • Generous paid time off including vacation, sick, holiday, birthday and volunteer time
  • Low Premiums for Medical, dental and vision coverage; including access to telemedicine
  • Paid parental leave for eligible new parents
  • Flexible spending account
  • Health saving account with Company match
  • 401k program with Company match
  • Housing discounts (When available)
  • Flexible hours and remote positions (when available)
  • Company-paid life insurance
  • Short and long term disability coverage
  • Team building events
  • Associate wellness program, including financial wellness (partnerships with Gradifi and Bank of America)
  • Regional and National Award programs
  • Associate referral bonus program