Job offer

Description

OFFICE MANAGER  - DUBAI 

AstroLabs is developing the digital ecosystem in MENA through our capability building academy, network of collaborative coworking communities, and company setup services in both the UAE and Saudi Arabia.

 

Building Digital Capabilities:

 

AstroLabs Academy operates with the singular mission of closing the region's digital skills gap, offering regular open enrollment courses, corporate programs through our Enterprise Academy, and bespoke startup programs through our Accelerator Academy. Over 3000 participants have successfully completed our training programs since 2013.

 

Establishing Digital Businesses at the Region’s Premier Coworking Communities:

 

AstroLabs offers an unparalleled launchpad for regional tech entrepreneurs and global companies to set up and scale up their businesses in the UAE and KSA. AstroLabs handles end-to-end business license setup and offers soft-landing offices at its coworking spaces in Dubai and Riyadh. It has established over 300 tech companies since 2015, which have raised a combined total of over USD $150m in venture capital funding.

 

POSITION

​​

They are now seeking an Office Manager to enable the next phase of growth at AstroLabs as they scale up to serve hundreds of startups across multiple facilities.

The role is multifaceted. Fundamentally, you will be managing small teams in charge of the flawless execution of our Dubai co-working spaces, including front-desk, facilities management and core space operations. You will also support our team growth by taking ownership on core HR and administrative processes.

They are looking for a doer who can make things happen and who’s naturally gifted at managing complexity with many competing priorities.

Space Management

  • Take ownership of the physical workspace, ensuring that it always functions smoothly for the members and proactively resolve any issues that arise

  • Manage the facilities management team to maintain exceptional levels of cleanliness and operational excellence and perform ongoing quality control

  • Always be looking for ways to improve the coworking space to better meet the needs of the members and bring back new ideas to the team

  • Manage consumables and other space-related procurement/payments

Membership Admin

  • Manage the onboarding process for new members across systems

  • Maintain updated records for all members

  • Liaise with Community Manager for membership renewals

  • Support the Community Manager with administrative tasks related to membership management

HR & Admin Support

  • Assist with HR administrative tasks such as new employee agreements, visas, insurance, etc.

  • Take ownership of regulatory and administrative processes with various entities including government (licensing, NOCs, etc.), utilities companies, and others

Front Desk Responsibilities

  • Manage the front-desk team in charge of inbound inquiries (phone, email, walk-ins)  for AstroLabs Communities and AstroLabs Academy services

  • Act as the first line of support for front-desk inquiries and liaise with Community Manager

PROFILE

 

  • You are super structured with exceptional organizational skills and thrive on making a complex operation run like a well-oiled machine

  • You have a previous experience managing individuals and small teams

  • You have an eye for details and have a knack for numbers

  • You’re proactive and quick. You know how to take ownership, delegate responsibilities, and close the loop to get things done

  • You communicate clearly in a structured manner when writing and speaking

  • You have good judgment: able to effectively filter inbound opportunities, handle unexpected issues, and spend your time working on the highest value priorities

  • On the technical side, you have experience using Excel. You are comfortable with Google Apps (Drive, Sheets, Docs, Forms)

  • Knowledge of Quickbooks / Xero or other accounting software is highly preferred. Knowledge of CRM and project management software is preferred. Knowledge of Wordpress is a bonus.

 

START DATE

ASAP

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