Operations Specialist

Responsibilities: 

Effective Correspondence Management and Documentation:

• Manage communications with stakeholders, maintain organized filing systems, and oversee meeting logistics from scheduling to documentation.
• Superior & accurate minutes and report writing (on a daily, weekly, quarterly, or annual basis) as required by the Managing Director, and key personnel.
• Preparation and Presentation of key intellectual property materials, Participation in high level stakeholder engagements on a local, regional and global basis.

Key Innovative Business Development and Member Services:

• Engage potential clients with a proactive approach, offering tours and consultations, and diligently following up to enhance membership and occupancy rates.
• Seamlessly manage the membership lifecycle in collaboration with the finance team, ensuring a smooth process from onboarding to exit.
• Collaborate with marketing teams to craft and execute cutting-edge marketing strategies, leveraging social media and other platforms to engage the community.
• Innovate continuously by recommending and implementing new features, services, or perks to meet and exceed member needs.
• Cultivate and maintain strategic partnerships with key stakeholders and vendors, enriching the community's vibrancy and engagement.

Facilities Management with a Difference:

• Oversee the procurement, maintenance, and enhancement of facilities, ensuring an environment that is not only welcoming but also epitomizes cleanliness, safety, and functionality.
• Maintain meticulous records of facility usage and equipment status, conducting regular evaluations to ensure the highest standards are met.
• Implement proactive maintenance schedules for the upkeep of the cottage's assets, including state-of-the-art technological and communal spaces.

Streamlined Policies, Procedures, and Processes:

• Develop, maintain, and update policies, processes, and procedures, enhancing operational efficiency.

Efficient Travel and Logistics Management:

• Coordinate logistics for staff and stakeholders, ensuring smooth and efficient travel and accommodation arrangements.

Proactive Asset and Procurement Management:

• Manage vendor relationships, oversee procurement processes, and ensure the timely maintenance and updating of the cottage's assets.

Requirements:

• Bachelor’s degree in Business Administration, English, Marketing and Sales, Accounting, Business Management, or a related field.
• 2 - 3 years of experience in communication, stakeholder management, or business development.
• 3 - 5 years of administrative experience, preferably in hub/co-working space management or a similar dynamic environment.
• Experience in business management or entrepreneurship is highly valued.
• Familiarity with administrative functions such as inventory, facilities, procurement, and logistics management.
• Experience providing secretarial and administrative support to C-suite executives is advantageous.

Skills & Competence:

• Superior time management capabilities with demonstrated ability to work under pressure, meet deadlines, and adapt to fast-changing situations with a positive and enthusiastic attitude.
• Excellent relationship management skills, characterized by integrity, confidentiality and discretion.
• Considerable leadership and time management skills
• Strong problem-solving, decision-making, and negotiation skills, with a proactive approach to addressing and resolving issues.
• High ethical level and confidentiality trait
• Demonstrable technical know-how on trust.
• Exceptional organizational, planning, and time management skills, capable of managing multiple priorities with keen attention to detail.
• Advanced communication and business writing skills.
• High proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint).
• Proficiency in cloud software applications (SkyDrive, Dropbox, Google Docs, Outlook) and the Zoho application suite for efficient work processing.
• Creativity, innovation, and problem-solving abilities, with a willingness to challenge organizational culture when necessary.
• Advanced ICT skills for administration, with proficiency in using AI tools such as Gemini and ChatGPT, indicating a strong foundation in technology and AI applications.

Benefits:

• Flexible work arrangements.
• Mentorship from the Managing Director.
• Opportunity for additional rewards and recognition packages for outstanding performance and exceptionalism in the discharge of duties and responsibilities