Office Coordinator

3 weeks ago

Melbourne, Australia Hub Australia Full time

Work at a certified Great Place to Work
- Be part of a B Corp and certified carbon neutral company
- Have access to benefits centred around professional development and wellness

**Office Coordinator | Hub Australia | Location: Southern Cross**

**About Hub Australia**:
Hub Australia provides premium workspaces, business networks, and services across 13 locations in Sydney, Melbourne, Brisbane, Canberra and Adelaide.

Founded and headquartered in Melbourne, Hub has rapidly grown to become the largest privately-owned coworking operator in Australia, with over 150 staff and 5500+ members ranging from small business and government to non-profit and corporations.

Established in 2011, Hub is a Certified B-Corporation and the first coworking space in Australia to be certified Carbon Neutral with Climate Active. Hub is a fun, energetic, and dynamic environment with plenty of room for growth - as we continue to build the best place to create, share, and work with others, there’s a perfect place for you to grow with us.

**The purpose of the role**:
As Office Coordinator (Internally known as Workplace Coordinator), 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 Clubhouse through morning, midday and evening space resets and supporting the Clubhouse Lead with member administration, facilities and tech requirements.

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

As Workplace Coordinator, you’ll meet regularly with your manager and the Facilities, Infrastructure and Tech Lead to define areas of improvement and opportunities to contribute to Hub Australia. You’ll be encouraged to bring forward ideas and insights you are passionate about and to be open, reflective, and collaborative.

**Responsibilities by function**:
**_Daily Clubhouse Operations_**
- Coordinating office move-ins and outs, including adding/removing furniture as requested, cabling desks and other ad hoc manual tasks
- Responding to the space needs of members to ensure their experience is a successful one.
- Responsible for the daily opening and closing of the clubhouse
- Hosting the Welcome Desk as required, ensuring an excellent level of customer service to members and guests and carrying out administration duties as required
- Work autonomously to make sure regular Space Checks of the Clubhouse are completed, ensuring everything is presented and working to the highest standard
- Taking responsibility to ensure the member kitchen area is always functioning and ready for community use. This includes, but is not limited to, proactively restocking kitchen supplies, monitoring dishes, and restocking cleaning products
- Management of purchasing supplies necessary to operate the Clubhouse and run community events through regular stocktakes
- Managing Clubhouse expense spreadsheets and credit card use, including uploading of all necessary receipts
- Management of our Access Pass system (Salto) for onboarding and ongoing membership changes
- Checking in daily with the Clubhouse Lead and team to assure smooth experiences for members in the Clubhouse throughout the day
- Coordinate with Clubhouse Lead to support members moving in/out of the space, ensure office condition reports are completed in a timely fashion
- 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
- Supporting the Clubhouse Team with programming within the space
- Assisting with membership administration.

**_Space Maintenance and Tech Support_**
- Being the Clubhouse Tech Rep, providing IT support for Clubhouse users and participating in the national facilities and tech meetings
- Ensuring you are across any maintenance projects underway and their impact on the member community
- Coordinating onsite maintenance and works as required, as well as building and maintaining relationships with key external contractors
- Own the ticketing process by ensuring Zendesk tickets and maintenance projects are being resolved in a timely manner. As well as managing the escalation of complex technical and facilities issues to our Tech or Facilities Teams
- Ensuring the clubhouse remains functional, welcoming and clean as per national specifications (Experience Data Sheets)
- Coordinate with necessary teams to arrange off-site contractors when needed

**Required training and experience**:

- Level 1 troubleshooting in IT OR basic IT skills in TV and audio connections.
- Strong time management skills with an ability to juggle competing priorities whilst remaining solutions focused
- 1 - 2 years in a fas

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