Office Manager and Events Coordinator

2 weeks ago

Sydney, Australia Hub Australia Full time

Work with a team that are making a difference
- Build a thriving coworking culture in both our digital and physical community
- Work in a supportive culture that cares for your professional development

**About Hub Australia**:
Hub Australia provides premium workspaces, business networks, and services across 12 locations in Sydney, Melbourne, Brisbane, Canberra and Adelaide.

Founded and headquartered in Melbourne, Hub has grown to become the largest privately-owned coworking operator in Australia, with over 150 staff Nationally and 6000 members ranging from small business and government to non-profit and corporations.

**Your Role**:
This role is located in Hub's newest location at Sydney's historic Yirranma Place. In this role you will help to deliver top notch customer experiences by learning the ins and outs of our community, providing a warm welcome, maintaining a pristine office through morning, midday and evening space resets.

As you work to maintain an awesome facility, you’ll be accountable for ensuring expense targets are met or beaten and that supplies are stocked and ordered in a timely manner. You’ll help to support events and will help to generate member communications.

This role will work with a number of stockholders across Hub Australia

**About the role**:

- Managing the buildings space so it’s orderly, beautiful, welcoming and functional, consistent with National specifications (Experience Data Sheets);
- Participating in compliance and audits.
- Administration and maintenance of meeting rooms as needed;
- Maintaining a register of Space Management requirements, timelines, resolution, etc., and working with the Hub management, colleagues in other Clubhouses, and other Hub Australia staff as required to ensure tasks and activities are resolved in a timely fashion;
- Coordinating and project managing onsite maintenance and works as required;
- Managing expense spreadsheets and credit card use, including uploading of receipts;
- Assistance in managing roster and casual staff;
- Managing purchase of supplies necessary to operate the office and run community events.
- Become the point of contact between our tech team and the clubhouse, offering troubleshooting and following ticket processes.
- Undertake basic facilities tasks within the space.
- Ensuring members are aware of any changes, etiquette and events via in-space posters, TV screens and projected images, information sharing at community events etc. to ensure members are informed on key space related activities;
- Manage the escalation of complex technical and facilities issues to our Tech and Facilities Team via a support ticketing system, maintaining member-facing communications as a solution is in process;
- Administration of Systems and pass access.
- Receive and respond to all meeting and events enquiries according to ensure a flawless booking process and experience for members and external guests each and every time following all standards and processes;
- Actively maximise revenue and occupancy levels across events and meetings through upselling ‘add ons’ such as catering and tech support;
- Maintain the customer portal (Equiem) with regards to meetings and events charges and information, and ensure that we maintain accurate and timely billing of all services;
- Maintain events workflows and procedure documentation to ensure a transparent, smooth and efficient process for external and internal stakeholders;
- Following Hub standards, undertake post event follow-up to ensure customer expectations were met, record any areas of concern and remedial actions put in place, searching for the next booking opportunity or referral opportunities;
- Provide administrative and operational support to the Hospitality team as directed by your manager;
- Work closely with your manager ensuring all suppliers and internal and external customers are billed on-time and accurately, and all related invoices are processed accurately.

**About You**:

- Available to work Monday - Friday - (Working hours 11am - 7pm)
- 2+ years experience in a hospitality, office manager or events background role.
- Interest and a wiliness to work through facilities and tech troubleshooting issues.
- A genuine passion for managing client relationships and the ability to analyse, develop and cultivate new business with new and existing members;
- You have a keen eye for detail and sweat the small stuff that makes member experiences unique and authentic;
- The ability to build strong internal and external relationships, work well in a team and independently;
- Strong time management skills and able to juggle competing priorities whilst remaining solutions focused;
- Most importantly; a desire to grow and learn with a dynamic, growing and supportive community.
- That said, If your experience looks a little different but you think you’d be a great fit, we’d love to hear more about you._

**What you’ll be rewarded with**:

- Being a key member of an energetic

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