Front Office and Admin Coordinator - Astrolabs DMCC

At AstroLabs we specialize in facilitating highgrowth companies entry into the Saudi and UAE markets. Offering comprehensive growth services including business setup coworking spaces and recruitment we collaborate with government and leading private sector partners to bolster key regional sectors. As market leaders having expanded 850 companies to the UAE and 600 to KSA were driving industry digitization and we want you to be part of this journey!

Our vibrant Riyadh office serves as the heart of our organization hosting half of our workforce. Joining our People team means becoming part of a global community enriching our culture with diverse perspectives and experiences.

Our culture is ambitious collaborative outcomeoriented and driven by curiosity.

Who You Are

As a Front Office and Admin Coordinator you will serve as the first point of contact for AstroLabs members and visitors from the main reception. Your responsibilities will span from being responsible for courteous and informative customer service provision and resolution of members issues identifying potential leads from calls walkins and referrals and connecting them to the sales team and appropriate business units ensuring the space is always fully operational and presented at a high standard and coordinating with partners service providers members and AstroLabs team members through providing administrative and operational support.

We are looking for a people person with exceptional communication customer service and organizational skills as well as with the ability to build strong relationships with our members and community. Our motto is Make it Happen and we bring together people who live and breathe that mindset.

Front Office and Admin Coordinator

Frontdesk

• Manage the effective operation of the front of house including daily space operations

• Run the front desk ensuring all members prospective members and guests of members are greeted warmly and professionally

• Assist members and visitors with inquiries (phone calls emails online chat and walkins) deliveries appointments and requests

• Provide members with all the necessary tools for a smooth member experience

• Respond and followup on inquiries about AstroLabs making the appropriate escalations and connections within AstroLabs teams

• Capture leads from calls chat and walkins and record them appropriately

Operations

• Handle supply purchases and deliveries for AstroLabs including all consumables (pantry supplies office supplies etc.)

• Coordinate with service providers like cleaning internet security maintenance etc. as needed to ensure everything is in working order

• Conduct routine checks to ensure resources are all operational (printers shared spaces private meeting rooms etc.) and space is always clean

• Maintain concern log to identify and resolve issues

• Provide technology support such as printer setup meeting room bookings and account creation

• Receive distribute and manage mail / courier shipments

• Handle tracking and maintenance of all physical assets (electronics and other resources)

• Schedule Training Room bookings for meetups and events

• Handles the schedule of team members and ensures the space is properly manned and serviced at all times

• Manage cleaning staff

Community

• Support requests of AstroLabs members timely and route the outofscope ones to relevant team members

• Support Community Manager in managing logistics surrounding community events and other functions in the space including room setup AV requirements food/refreshments

What We Offer

• A chance to learn in a rapidly growing environment and contribute to Saudi Vision 2030.

• Exposure to diverse teams both locally and internationally and work on exciting futuristic programs.

• A dynamic work environment where innovation and proactive actions are at the forefront.

• The opportunity to work closely with impactdriving colleagues who inspire you to be the best version of yourself every day.

• Opportunity to grow develop and learn through collaboration and leadership opportunities.

Your Key Qualifications:

• Clear and structured communication with fluency in Arabic and English (written and spoken)

• A natural people person

• You enjoy finding ways to do something better and faster.

• You are methodological and organized. You will need to prioritize what activities have the most impact and optimize and minimize activities that do not. You will only achieve this if you are highly organized and can prioritize.

• You have strong attention to detail

• Exceptional organizational skills with a knack for multitasking

• Extroversion drive and enthusiasm with a serious make it happen attitude

• Being a brand ambassador for AstroLabs and representing the business with a professional and positive attitude at all times

• Proficient with Microsoft Office suite (especially Excel Word PowerPoint) and Google Apps (Drive Sheets Docs Forms)