Virtual Office

Taj HR is looking for a proactive and experienced Virtual Office & Coworking Manager to oversee the management and operations of our virtual office and coworking spaces. The successful candidate will be responsible for creating a productive and welcoming environment for our clients and ensuring the smooth operation of all administrative functions.

Virtual Office & Coworking performance measures:

 Convert 1 in 2 Virtual Office & Coworking enquiries

 Virtual Office & Coworking client churn not to exceed 60%

 Aim for 200 Coworkers

 Increase Virtual Office package count by 20% per year

 Increase revenue month on month and year on year

 Exceed the operating profit as projected with your General Manager for your location

 Ensure 'loss on sale of product' does not exceed projected amount per month

 Team churn not to exceed 40% per annum

Key attributes:

 Attitude: positive, enthusiastic, confident, approachable and a great smile

 Communication skills: active listener, friendly, respectful, responsive, confident

 Customer service focused: genuine interest to help others, subscription builder

 Professionalism: invested in the business, well presented, career oriented

 Leadership: leads by example, engages team members, makes business decisions, proactive

 Management skills: time management – works to deadlines, eye for detail, solves challenges

 Results oriented: motivated to achieve, want to win

 Culture fit: positive energy, sticks to the Servcorp system, adds value

Management position summary:

Sales

 Study 'How to Create a Buyer', and learn the Servcorp sales process – it will help you with Virtual Office &

Coworking sales.

• Study Virtual Office & Coworking Sales Talk guides.

• Sell with enthusiasm, explaining the unique differences that make a client successful in Servcorp.

• Over the phone, the aim is to sign up your Virtual Office enquiry over the phone, and to book your Office &

Coworking enquiries in to tour the Servcorp office.

• Every enquiry will receive a demonstration/s of the Servcorp communications and technology. Ensure

you understand its power, and demonstrate technology to enquiries that tour.

• Learn and manage the 'Trip to Sale' for all enquiries, and train your team to handle enquiries with priority and

to the standards.

• Walk the floor three times per day to ensure five star presentation. The demonstration office is set up to the

specifications, and all Offices are presented with wow factor – it creates a buyer.

• Confident in using the tools such as 'Don't Buy a Lie', 'Why You Need to Be in Servcorp', and 'Quick

Comparison' to help you create a buyer.

• Follow up enquiries keeping Wombat up to date, and driven to close sales.

Global IT network:

 A sound knowledge of all capabilities, systems, services, and network:

o Servcorp broadband, unique WiFi security

o Cisco IP Phones, Call Manager, Worksmart call screen, Intercept, Least Cost Routing

o Unified Communications, Onefone, Onefax

Sales administration:

 Follow the sales templates in The Library when communicating on behalf of Servcorp.

 Keep CRM/MyFloor/Wombat up to date with correct sales notice details, correspondence and Service

Agreements uploaded.

 Ensure Service Agreements, Client ID, and Credit Card details are obtained and correctly executed.

Stabilise team:

Work with your Office Manager to achieve these standards.

 Hire a great team of skilled, motivated individuals, paying salaries above the market rate, (no recruitment

agencies to be used).

 Ensure you maintain a balanced team (as per The Library standard) to service the clients and grow the

business.

 Create a positive and enjoyable work environment. You achieve this by walking onto your floor with a smile,

positive attitude and assist your team in achieving goals rewarding with the motivation budget, and train your

team to The Library guidelines.

 Hold team meetings to motivate, educate and reward your team every six weeks.

o Involve your General Manager or organize a guest speaker quarterly.

o Distribute minutes of meetings to all team members and General Manager within 48 hours.

 Discuss with your team the client's business; find out what the clients need and how we can assist/help them.

Train your team to exceed client's expectations.

 Conduct performance reviews with your team to measure skills, training, discuss goals, successes and targets.

Review team Job Description and performance evaluation.

 Celebrate your sales and client success with your team.

Stabilize clients:

 Client Welcomes and Happy Calls with your team to the standards in The Library for every client from day

one, and continue to onboard over 6-8 weeks to learn how you can support the client.

 Complete a minimum of 8 "How can we help you" (80/20) meetings per month, to further understand the

client's business, progress, and ways we can support them with subscription solutions. Submit report details to

your General Manager.

 Attend to all client queries or concerns within 24 hours.

 Deliver quarterly networking functions on your floor to foster Community, and facilitate business

introductions for stabilization.

Client terminations:

 Aim to re-sell clients who provide termination notice.

 Where relevant, apply Virtual Pause, as per the guidelines in The Library.

Make a profit:

 Review monthly profit and loss statement; compare your performance in the current period against the

previous month and previous year, and improving profits. (After your first 6 weeks).

 Know your projections for the month and year.

 Actively audit and increase subscriptions.

Accounts:

 Ensure supplier invoices have been on-charged to clients with appropriate mark-up.

 Ensure all cheques and cash are banked on the same day.

 Accurately receipt client payments in accounting system from bank statement/receipts.

 Following up collect payment from outstanding clients meeting collection targets on 15th, 21st, and 25th of the

month.

 95% of all Virtual Office & Coworking clients should have a credit card on file and Office clients should be paying

via Direct Debit.

Billing system:

 A sound knowledge of your billing system.

 Set up of clients correctly in accounting system; ensure all items on the Service Agreement are properly

entered, rent increases entered and occur automatically.

 Ensure your team are using Task Timer and charging correctly daily. Check grammar, charge and correct

codes etc.

 Audit recurring charge items twice per year.

 Accurate and timely client invoice preparation and distribution by the 1st of the month.

General:

 Ensure all floor equipment is maintained – there is no maintenance budget.

 Ensure a sound knowledge of your equipment; photocopier, TV, Smartboard, Video Conferencing.

 Liaise with Servcorp IT to ensure IT and Communication records and equipment are maintained.

 Liaise with building management to ensure directory board listings are updated, Servcorp is listed, and the

building is maintained.

 Liaise with local telephone directory listing agency to ensure they are updated.

 When invited, attend Management Meetings, returning to your location and actively training your team with the

information.

 Report regularly and honestly to your Manager.

Administration:

 Keep a daily master list in your diary on Outlook.

 Maintain an accurate petty cash float and obtain regular reimbursements.

 Ensure Coworking lounge and day suite systems are maintained for Virtual Office and travelling clients.

 Ensure accurate mail systems are followed and maintained, as per The Library guidelines.

 Ensure manuals for all equipment, ITS and Team Manuals remain propriety information and never to be given

to a client or external person. Manuals are never to be taken off the floors.

General knowledge:

 Real estate prices per 100sqm/30 tsubo in your city.

 What is happening in your city? Have a good commercial knowledge base.

 Attend networking events – minimum 1 per month.

 Be a student of your market.

Personal:

 Grooming/dress code is professional and suitable style for a prestigious environment.

 Lead your team by example.

 Be honest and always talk up to your Senior Manager and do not involve your team in your personal life.

 Have a "buddy" in Servcorp at managerial level.

 Smile Have fun.

• Required experience: 2–5 years
• Based in Riyadh