Office Administration Assistant (Coworking Space) – Ikigai Nairobi

About The Role
The Office Administration Assistant , under the direction of the Office Manager will be responsible for providing excellent customer service and coordinating all aspects of community operations.
This job is a healthy mix of administrative management, community development and facilities management.

Goals and Objectives
Emulate Ikigai’s core values and strive to achieve our mission
Support the Community Management team to achieve the following:
Create a welcoming and collaborative community environment amongst our members through events and building relationships between members
Ensure that your building is fully operational and processes are running smoothly
Drive growth and promotion of Ikigai’s provided service offerings
Take direction from the Community Manager/Community Lead to support the Community Team as necessary
Technical problem solving when needed, including the ability to troubleshoot minor issues with the printer, appliances and wireless networks

Key Responsibilities
Be the first point of contact to guests and community members
Managing the 1000 little details that go into running a membership-based office
Provide compelling tours of The Space that focus on the members business and their needs
Be the first and last point of contact for your building
Cover the front desk during business hours
Greet people who come in for tours, track walk-ins, schedule tours, and send confirmation emails
Prepare and distribute promotional materials to guests/potential members

Membership Management:
Enroll new members on the Ikigai mobile application and provide a thorough onboarding on booking meeting rooms, finding events, ordering coffee and everything app related that benefits the member
Draft license agreements for private office members
Work on community initiatives designed to develop connections between members, including member introductions, event support, email, and print communications
Be active on the Ikigai’s member network
Solve member-related issues to ensure a cohesive community
Events and Community Management:
Developing public-facing events that raise awareness of our space, elevating the Ikigai and Roasted Truth brands in the market and developing member programming that enhances our members’ businesses, lifestyles, and our membership offering.
Make posters and market for events
Assist with set-up and breakdown of events, including ordering food and beverages
Ensure that all events run smoothly specifically through forward planning and preparedness and be the leader during the event
Prepare Ikigai’s Nairobi newsletter and support with digital marketing efforts

Building Operations and Management:
Maintaining the facilities to the highest standards, allowing our members to feel pride in bringing their clients and investors into their office
Assist with move-ins and move-outs; prepare and distribute member welcome packets
Assist with building/site operations and maintenance to ensure the highest level of member experience
Fielding and assigning requests submitted through the Ikigai app
Manage fingerprint access activations and deactivations
Ensure that postal mailbox is regularly collected and delivered to members in a timely fashion
You’ll be cleaning too. Cleaning out conference rooms, wiping up spills in the kitchen, picking up stray mugs and generally keeping the space neat and tidy for the members (don’t worry, we have a maintenance team on staff) but this may be required from time to time especially when space is busy
Ordering consumables
Submit building receipts to Community Lead or Community Manager for expense reports
Identify issues for escalation to Community Manager and document accordingly

Education & Experience:
A college graduate with a four-year degree preferred, but not required
Experience and Requirements
You possess a superhuman ability to judge character so you’ll be able to recruit great, community-minded members and will be tactful and diplomatic with every person who enquires about the space
You’re punctual, professional, thorough, and entrepreneurial; you’re a quick learning self-starter that works well in a fast-paced, start-up environment
You are highly organized and efficient with excellent time management skills and are able to prioritize tasks effectively when everything is happening at once
You don’t just show up to work at the office, you own the office, taking pride in managing every little operational detail of your filing system, calendar, and inbox
You’re collaborative and engaging and like to work as a team, you’re also independent and get the job done. No matter what is required
You’re adaptable and innovative, you own your mistakes and move on
Customer service and/or sales/marketing experience a plus
Essential Skills and Competencies
Must have strong verbal and written communication skills
Exceptional organizational and multitasking skills.
Exceptionally detail-oriented.
Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy and professionalism
Passion for entrepreneurial communities
Passion and understanding for Ikigai’s mission and values
Proficient in basic computer skills
Reporting Relationship(s)
This role will report to the Office Manager and the CEO.

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