Office Assistant

What You’ll Do

• Responsible in welcoming guests in the Loft office; assisting government agencies during site inspections
• Coordinate with Accounting team and on-site team in relation to paid client bookings
• Oversees overall guest experience, sorts mail and answers direct phone calls / provide general support to guests
• Coordinate and arrange the Company service schedule for onsite and offsite meetings of the employees
• Respond to client / guest inquiries
• Oversee all client bookings (new bookings, rescheduling, cancellation, and the like)
• Build community relationship with our Lofters, VO clients, TaoCrowd Partners, and 99ers
• Ensure queries and concerns from internal and external parties (e-mail, SMS and calls) are addressed professionally and promptly
• Work closely with the Loft and other Divisions such as Money Matters, Launchpad, P&C, and other internal teams to provide support as needed
• Coordinate and work alongside other departments, especially the custom buildout vendors, initializing new projects that are relevant to the company’s growth
• Manages the 3rd party vendors installation and construction; performs audits to make sure that everything stipulated in the contracts were performed by the contractors
• Oversees general site operations and gives reports to the management
• Resolve space and/or onsite issues and escalate to management when necessary
• Monitor and keep track of project status and provide updates accordingly
• Generate relevant reports as needed
• Other duties that may be assigned by Site Operations Team Lead
• Maintain an effective and organized filing system, and ensure that documents (both hard and soft copies) are readily available when needed
• Manage online and physical filing systems
• Work setup and schedule: Onsite from Mondays to Fridays (9 am to 6 pm)
  
  

Minimum Qualifications

The role is a mix of operations and community management, and is equal parts fun, challenging, and rewarding. You will be the process owner of the day-to-day maintenance of our spaces and the client management side of a coworking space.

You’ll ensure the smooth operations of our sites, and work closely with the Loft Site Operations team for inventory management, compliance, and infrastructure. The role will suit you if you have customer service experience, enjoy working with people, and like finding solutions to challenges.

About You

• At least 1-3 years of relevant work experience in office administration and/or management Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• A creative mind with an ability to suggest improvements
  
  

Key Competencies

• Judgment and decision making
• Creativity and pragmatism
• Integrity
• Resourcefulness and/or Initiative
• Listening and communication skills
• Team player
• Enthusiasm and drive
• Accountability