Communications Specialist

Depending on the community, the communications specialist is responsible for overseeing both internal and external communications for our community and assisting the Lifestyle team with event management.  This is a hands-on role requiring a balance between strategic communication efforts and operational support. The position is instrumental in creating and maintaining a seamless flow of information to ensure residents and members are well-informed and engaged.

The Communication Specialist is responsible for implementing and identifying strategies in communicating and promoting a positive image and voice for the Association by updating and releasing current and accurate information to the residents of Stonecrest.

The Communications Specialist provides exemplary service consistent with the Castle Group's values and mission. As a representative of Castle Royal Service, he or she performs all responsibilities while demonstrating outstanding customer service skills. 

• Client & Resident Communication: Act as the primary contact for residents and Board members, providing professional, courteous, and timely responses (often within 24 hours).
• Content Generation: Draft, edit, and proofread communications, including the monthly community magazine, eblasts, and website content.
• Digital & Social Media Management: Update the community website and manage YouTube channel to showcase the lifestyle.
• Crisis/Emergency Management: Create and implement emergency preparedness communications (e.g., hurricane preparedness, security alerts).
• Administrative Support: Publish and disseminate Board meeting materials and notices in compliance with Florida statutes; run the Sound Booth and Zoom during monthly Board meetings.
• Budget Management: Sell advertising to offset the cost of printing the monthly magazine; bill advertisers, process payments, and track budget.
• Volunteer Management: Recruit and manage approximately 100 volunteers for monthly magazine distribution; recognize and reward volunteer efforts annually.
• Quality Standards: Update and maintain the magazine’s Editorial Style Guide, the website Content Publishing Standards, and the community’s overall branding standards.
• Analytics & Feedback: Monitor community sentiment, evaluate the effectiveness of communication strategies, and gather resident feedback
• Distribute newsletters, emails, social media posts, and other digital communications to residents. 

• Ensure consistent messaging across all platforms, including the community website, bulletin boards, and newsletters. 

• Serve as the primary point of contact for community members seeking information about upcoming events, activities, and updates. 

• Work closely with association management to communicate relevant policies, announcements, and other important information to residents. 

• Partner with lifestyle and office staff to ensure communication aligns with the community's goals and needs. 

• Assist in gathering feedback from residents and providing reports on the effectiveness of communication strategies. 

• Set up, monitor, and operate A/V equipment during events, ensuring high-quality sound and visual experiences for attendees. 

• Troubleshoot and resolve any technical issues that may arise with A/V systems before or during events. 

• Maintain and schedule regular maintenance for A/V equipment, ensuring it is always in optimal working condition. 

• Oversee the efficient teardown and cleanup of event spaces, ensuring all equipment is returned, stored properly, and accounted for. 

• Provide post-event reports, including attendance metrics and feedback from participants to inform future event planning. 

• Manage the inventory of all A/V equipment, ensuring that it is well-maintained, up-to-date, and available for use. 

• Coordinate with vendors and contractors for any repairs or upgrades to the equipment as necessary. 

• Ensure the timely setup and testing of A/V systems before events or meetings. 

• Assist in planning, organizing, and executing a wide range of lifestyle and community events, including holiday celebrations, workshops, and social gatherings. 

• Manage the physical setup and breakdown of event spaces, including the arrangement of furniture, décor, and event materials. 

• Coordinate the logistics of event operations, ensuring that all necessary materials and equipment are in place. 

• Work alongside the lifestyle director and event planners to ensure all events run smoothly, offering assistance with event communications and logistics. 

• Coordinate with external vendors and contractors for event support as needed. 

• Assist the association management team with additional tasks related to community engagement, communications, and operations. 

• Provide ongoing feedback on community needs and suggest improvements to communication channels or event operations. 

• Other duties and responsibilities as assigned. 

Supervisory Responsibilities 

• None 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• High school diploma required. Associate's degree with a concentration in business or hospitality preferred, or equivalent combination of education and experience.  

• Intermediate command of computer hardware/software, specifically Microsoft Office Suite. 

• 2+ years of experience in communications, event coordination, or community management. 

Skills and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1–3 years in communication, marketing, public relations, journalism, or property management (hospitality experience is a plus).
• Strong proficiency in Microsoft Office Suite
• Exceptional design skills (print and digital)
• Experience with upscale branding and marketing
• Experience with content management systems (WordPress, Sharepoint); email marketing tools (e.g., Mailchimp); desktop publishing software (Microsoft Publisher); video/graphics editing programs (Adobe Photoshop, Adobe Premiere Rush, Clipchamp); and YouTube channel management
• Highly organized, detail-oriented, with the ability to handle multiple tasks under pressure
• Bachelor’s degree in Communications, Marketing, Journalism, or a related field preferred.

• Strong proficiency in managing A/V equipment and troubleshooting technical issues. 

• Strong customer service, communication, and interpersonal skills, including conflict resolution and de-escalation techniques.  

• Excellent written and verbal communication skills, with the ability to tailor messaging to different audiences, and exchange ideas and information through spoken and written means. 

• Ability to multitask, prioritize tasks, and work in a fast-paced environment. 

• Willingness to work flexible hours, including evenings, weekends, and holidays, based on event schedules. 

• Able to work under tight deadlines and use time effectively based on key priorities. 

• Excellent interpersonal skills and a high attention to detail. 

• Comfortable learning new technology. 

• Bilingual preferred but not necessary, depending on the community. 

• Ability to act with integrity, professionalism, and confidentiality. 

Physical requirements 

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 15lbs. following appropriate safety procedures.   

• Ability to: 

• Walk and climb stairs.  

• Handle, grasp, and feel objects and equipment.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Reach with hands and arms.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone. 

• Ability to respond verbally in an understandable, professional manner in person and over the telephone. 

• Ability to stoop and bend. 

• Ability to work extended hours and weekends if needed. 

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.