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 among-st 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:
Education
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 esquires 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.
Seniority
level; Associate
Employment
type; Full-time
Job
function; Administrative Customer
Service Management
Industries; Executive Office Events Services Facilities
Services
How To Apply.