Job Description: Office Manager and Receptionist

Position Overview

We are seeking an organized and proactive Office Manager and Receptionist to oversee the daily operations of our coworking space. This role involves managing various aspects of the facility, ensuring a seamless experience for our members, and maintaining the highest standards of cleanliness and functionality. The successful candidate will excel in multitasking, customer service, and facilities management.

Responsibilities:

Office Space:

• Open and prepare the coworking space each morning, ensuring all areas are clean and ready for members.
• Arrange workstations and private offices according to bookings and member preferences.
• Assist members with any space-related inquiries or requests throughout the day.
• Coordinate office tours and orientations for new members.

Kitchen:

• Maintain a stocked and tidy kitchen area, including coffee stations, snacks, and refreshments.
• Regularly clean kitchen appliances, utensils, and surfaces to ensure hygiene.
• Monitor inventory of kitchen supplies and place orders as needed.
• Enforce kitchen etiquette and policies to ensure a pleasant shared environment.

Bathroom and Conference Room:

• Keep the restrooms clean and well-stocked, with attention to detail.
• Schedule and prepare conference rooms for meetings and events.
• Assist members with setting up AV equipment and troubleshooting technical issues.
• Perform post-meeting cleanups, including tidying up the conference room and resetting equipment.

Customer Service:

• Greet visitors and members in a warm and professional manner.
• Answer phone calls, respond to emails, and address inquiries promptly.
• Provide exceptional customer service by assisting members with their needs and concerns.
• Maintain a positive and friendly atmosphere that aligns with our coworking community values.

Maintenance and Cleaning:

• Perform routine cleaning tasks throughout the day to ensure a clean and organized workspace.
• Regularly inspect the premises for any maintenance or repair needs and coordinate with relevant parties.
• Monitor and manage office supplies, restocking as necessary.
• Collaborate with cleaning contractors for scheduled deep cleaning sessions.

Opening and Closing:

• Ensure the coworking space is properly secured at the end of each day.
• Lock doors, windows, and turn off lights before leaving.
• Verify that all meeting rooms and common areas are clean and ready for the next day.
• Prepare and set up for any early morning events or meetings.

Reporting:

• Maintain records of maintenance and cleaning tasks performed.
• Report any issues or concerns to the management promptly.
• Provide regular updates on supply inventory and orders.

Qualifications:

• Previous experience in office management, reception, or facilities coordination preferred.
• Excellent communication skills and a strong customer service mindset.
• Ability to multitask, prioritize, and manage time effectively.
• Attention to detail and commitment to maintaining a clean and organized environment.
• Problem-solving skills and the ability to handle unexpected situations.

Working Hours: Part-time, flexible schedule including weekends and evenings as needed.