Community Operations Coordinator

2 weeks ago

Riyadh, Saudi Arabia Astrolabs DMCC Full time

**ABOUT ASTROLABS**

AstroLabs is committed to developing the tech ecosystem of the MENA region and is leading the charge in this effort. We enable the international expansion of organizations in the UAE and KSA, operate co-working spaces in Dubai and Riyadh, head the leading innovation-driven Community, run one of the highest-rated digital skills Academies in the region, provide Talent and recruitment services, and deliver amazing programs for entrepreneurs, government and corporate partners.

**JOB DESCRIPTION**

AstroLabs KSA Expansion was the first partner of MISA to set up companies in KSA. We’re the preferred market entry partner for an array of multinational corporations and scaling startups expanding into Saudi Arabia. We handle local company registration and offer a full range of post setup services, as well as provide soft-landing and 24/7 coworking space access in Riyadh. We’ve set up over 250+ companies in KSA and have an active Community of over 180 members with leading regional and international founders and C-level executives.

You’ll be the face of AstroLabs Riyadh and the first point of contact from reception for our members, visitors and potential clients. You’ll be responsible for ensuring our members have access to a top-notch workspace and online Community, and that their requirements are fulfilled. The coworking space always needs to be fully operational and presented at a high standard. You’ll need to coordinate with service providers, partners, clients, and AstroLabs team members to manage our space operations and deliver an exceptional customer experience to our Community.

**RESPONSIBILITIES**

**Front of House**
- Manage reception operations, running the front desk and ensuring all members, guests and leads are greeted warmly and professionally.
- Capture leads from calls, chat and walk-ins and record them in our CRM.
- Receive, distribute, and manage mail/ courier.
- Prepare and maintain records, office and filing systems; organize and manage documents;
ensure all key documentation is accessible and up to date.
- Provide administrative support to the AstroLabs team and deliver tours of the space.
- Deliver world-class customer service.

**Space Operations**
- Maintain an exemplary facility
- Ensure that the space and its resources are always operational and fully functional.
- Liaise with service providers for maintenance works, cleaning, security, tech support, etc.
- Seek continuous improvement of the space and its resources in terms of functionality, aesthetics, and fulfillment of member’s requirements.
- Conduct routine checks of the space and maintain a concern log to track the resolution of issues.
- Inventory management of all physical resources and assets.
- Develop a network of trustworthy suppliers, providers and partners to ensure our space is always well serviced and catered.
- Purchase and supply management for the office, pantry, events, etc.
- Coordinate cleaning and support staff and partners to ensure optimal standards of cleanliness, hygiene and safety at all times.
- Provide tech, systems and space support to our members.
- Implement office operations and procedures to guarantee efficient functioning of the space and people within it.
- Handle the scheduling of team members and partners to ensure the space is properly staffed and serviced at all times.
- Ensure adherence to government, safety and security regulations (firefighting, first aid, signage, etc.) and that all permits and licenses are up to date.

**Community Operations**
- Deliver the technical onboarding of our Community members: access to systems, sharing of guidelines and processes, etc.
- Conduct a constant analysis of our members’ space usage and trends.
- Collect, organize, and analyze data to identify problems and possible solutions, inform business decisions, and create reports for the management.
- Assist in planning and executing Community events and initiatives.

**What do you need to be successful in this position?**
- 4+ years of operations experience. Space/facilities, hospitality/F&B, or events experience preferred.
- Excellent organization skills. Meticulous, methodological, process-oriented.
- Excellent project management skills. Able to own projects from start to finish, work

independently, and coordinate with teams.
- High attention to detail.
- Driven by optimization and efficiency. Focused on finding ways to do things better and faster.

Experience in implementing and improving processes.
- Analytical and problem-solving skills.
- Driven by impact and outcomes. A serious “make it happen” attitude.
- Highly skilled at prioritization and time management. Able to multitask and handle a complex, varied workload with multiple priorities and projects.
- Experience in collecting and analyzing data, synthesizing information and producing reports.
- A “people person” with drive, enthusiasm, and experience in customer service.
- Great communication skills, both verba

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