Community Operations Coordinator

ABOUT ASTROLABS
AstroLabs is committed to developing the tech ecosystem of the MENA region and
is leading the charge in this effort. We enable the international expansion of
organizations in the UAE and KSA, operate co-working spaces in Dubai and
Riyadh, head the region 's leading innovation-driven Community, run one of the
highest-rated digital skills Academies in the region, provide Talent and
recruitment services, and deliver amazing programs for entrepreneurs,
government and corporate partners.

JOB DESCRIPTION
AstroLabs Coworking & Licensing Dubai has launched over ‎800 tech-enabled
ventures in the UAE in partnership with the leading freezone DMCC, and
supported hundreds more with soft-landing and Community. We have two ‎24/‎7
coworking spaces in JLT that are the home to an unrivaled tech and innovation-
driven entrepreneurial community.
We are the springboard for their growth and development in the region, acting
more as an enabler of growth than a coworking space and business setup
partner. Join us to help over ‎350 active members kickstart their local
operations, build and refine their products, grow their teams, upskill in
different areas, and scale in the region.
We are Ambitious, we take Ownership, and are committed to Excellence. If you
are a high performing, driven individual that loves working with high growth
startups or have founder experience, then read on - we would love for you to
join our dynamic team!

RESPONSIBILITIES

Front of House
* Manage reception operations, running the front desk and ensuring all members, guests and leads are greeted warmly and professionally.
* Deliver tours of the spaces.
* Assist clients with inquiries (phone calls, emails, online chat and walk-ins), deliveries, appointments, and requests - making the appropriate escalations and connections within AstroLabs teams.
* Capture leads from calls, chat and walk-ins and record them in our CRM.
* Receive, distribute, and manage mail/courier.
* Prepare and maintain records, office and filing systems; organize and manage documents; ensure all key documentation is accessible and up to date.
* Provide administrative support to the AstroLabs team.
* Deliver world-class customer service at all times.

Space Operations
* Maintain an exemplary facility, ensure that the space and its resources are always operational, fully functional, and maintained at a high standard.
* Liaise with service providers for maintenance works, cleaning, security, tech support, etc.
* Seek continuous improvement of the space and its resources in terms of functionality, aesthetics, and fulfillment of member 's requirements.
* Conduct routine checks of the space, resolve all issues or escalate them accordingly within 24h, and maintain a concern log to track issues and their resolution.
* Inventory management of all physical resources and assets.
* Develop a network of trustworthy suppliers, providers and partners to ensure our space is always well serviced and catered.
* Purchase and supply management for the office, pantry, events, etc.
* Coordinate cleaning and support staff and partners to ensure optimal standards of cleanliness, hygiene and safety at all times.
* Provide tech, systems and space support to our members.
* Implement office operations and procedures to guarantee efficient functioning of the space and people within it.
* Handle the scheduling of team members and partners to ensure the space is properly staffed and serviced at all times.
* Ensure adherence to government, safety and security regulations (firefighting, first aid, signage, etc.) and that all permits and licenses are up to date.

Community Operations
* Deliver the technical onboarding of our Community members: access to systems, sharing of guidelines and processes, etc.
* Conduct a continuous analysis of our members' space usage and trends to monitor capacity.
* Collect, organize, and analyze data to identify problems and possible solutions, inform business decisions, and create reports for the management.
* Assist in planning and executing Community events and initiatives.

What do you need to be successful in this position?
* ‎4+ years of operations experience. Space/facilities, hospitality/F&B, or events experience preferred.
* Excellent organization skills. Meticulous, methodological, process-oriented.
* Excellent project management skills. Able to own projects from start to finish, work independently, and coordinate with teams.
* High attention to detail.
* Driven by optimization and efficiency. Focused on finding ways to do things better and faster. Experience in implementing and improving processes.
* Analytical and problem-solving skills.
* Driven by impact and outcomes. A serious "make it happen" attitude.
* Highly skilled at prioritization and time management. Able to multitask and handle a complex, varied workload with multiple priorities and projects.
* Experience in collecting and analyzing data, synthesizing information and producing reports.
* A "people person" with drive, enthusiasm, and experience in customer service.
* Great communication skills, both verbal and written.
* Perfect English.
* Experienced with the Microsoft Office suite (especially Excel, Word, PowerPoint) and Google Apps (Drive, Sheets, Docs, Forms).
* Experience in using systems - CRM, ERP, etc.
* IT and tech knowledge.
* Demonstrate integrity, dependability, ownership, accountability, self-awareness, work ethic, and empathy.
* Be a brand ambassador for AstroLabs and represent the business with a professional and positive attitude at all times.