Front Desk Officer For Coworking Space

We are seeking a highly organized and customer-oriented Front Desk Officer to manage the reception area at our coworking space. As the first point of contact for members, visitors, and guests, you will play a key role in delivering excellent customer service, managing administrative tasks, and supporting the overall operational flow of the coworking space. You will be responsible for maintaining a welcoming and efficient environment while ensuring the smooth running of daily activities.

Key Responsibilities:

1. Customer Service & Front Desk Management:
• Greet and welcome members, guests, and visitors with a friendly and professional demeanor.
• Answer phone calls, emails, and chat inquiries promptly, providing clear and accurate information.
• Assist with member registration, answer general inquiries, and provide details on coworking space services, amenities, and membership plans.
• Maintain a welcoming atmosphere to ensure all visitors feel valued and supported.
2. Member Support:
• Assist new members with onboarding, including tours of the space, setup, and introduction to available services.
• Address member inquiries, resolve issues, and ensure all member needs are met in a timely and efficient manner.
• Update and maintain member records and contact information.
• Ensure that member requests, such as printing, IT assistance, or meeting room bookings, are handled promptly and accurately.
3. Administrative Duties:
• Manage mail and package deliveries, ensuring timely sorting and distribution.
• Oversee and maintain meeting room reservations, ensuring rooms are set up according to client specifications.
• Track office supplies inventory and reorder as necessary to ensure consistent availability.
• Prepare and assist in generating reports and other administrative tasks as required by the Office Manager or Community Manager.
4. Facility Management:
• Regularly inspect common areas to ensure they are neat, clean, and well-maintained.
• Report any facility issues or maintenance concerns promptly to the relevant teams for resolution.
• Oversee the availability of snacks, beverages, and supplies in the communal areas.
5. Event Support:
• Assist in planning and executing coworking space events such as workshops, networking opportunities, and community-building activities.
• Coordinate logistics for events, including guest registrations, venue setup, and communication with members.
• Actively engage with members to encourage participation and foster a sense of community.
6. Lead Generation & Community Engagement:
• Identify potential leads and generate interest in coworking space memberships through face-to-face interactions, phone calls, and online inquiries.
• Actively promote the coworking spaces offerings, services, and events to potential clients.
• Follow up with leads to answer questions, provide information, and help convert inquiries into new memberships.
• Assist in maintaining relationships with current members to retain business and encourage renewals.
7. Safety & Security:
• Monitor visitor access to the coworking space and ensure security protocols are followed.
• Maintain a log of all external visitors, ensuring they are properly signed in and escorted if necessary.
• Be familiar with and adhere to emergency procedures, providing assistance in case of any incidents.
8. Miscellaneous:
• Assist in managing coworking space software, including member portals for reservations and billing.
• Perform any other duties as assigned by the Office Manager or Community Manager to support the smooth operation of the space.

Qualifications:

• Education: Graduate (Bachelors degree preferred).
• Experience: Prior experience in a receptionist or customer service role, preferably in a coworking space, hospitality, or related field.
• Skills:
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Proficient in office software (e.g., Microsoft Office, Google Suite).
• Experience with coworking space management software is a plus.
• Ability to manage multiple tasks simultaneously in a fast-paced environment.
• Strong interpersonal skills and a customer-centric attitude.
• Personal Attributes:
• Professional, approachable, and friendly demeanor.
• Ability to handle challenging situations with a positive, solution-oriented attitude.
• Strong problem-solving skills and initiative.

Working Hours:

• Full-time position, availability to work on weekends or evenings based on space needs.

This role offers an exciting opportunity to be the face of a dynamic coworking space, contributing to both day-to-day operations and community building. If you are a proactive, organized, and customer-focused individual, wed love to hear from you!