Administration Manager

Job Description

Job Title: Admin Manager Industry: Co-Working Space Experience Required: 2+ Years Job Summary: We are seeking a proactive and detail-oriented Admin Manager with 2+ years of experience in the co-working space industry to oversee and manage daily administrative operations. The ideal candidate will be responsible for ensuring smooth business operations, maintaining facilities, coordinating with vendors, managing front-desk operations, and delivering an exceptional member experience. Key Responsibilities: 1. Facility Operations & Maintenance Oversee the day-to-day functioning of the co-working space to ensure it is clean, well-maintained, and fully operational. Manage housekeeping, security, front desk, pantry, and maintenance teams. Conduct regular inspections and audits to identify areas for improvement. Liaise with vendors for timely resolution of facility issues (HVAC, plumbing, electrical, etc.). 2. Administration & Office Management Manage administrative functions including procurement of office supplies, maintenance of records, and inventory tracking. Ensure effective communication systems, IT support, and office utilities are functioning smoothly. Maintain standard operating procedures (SOPs) and implement administrative policies across the property. 3. Client & Member Relations Serve as the primary point of contact for tenants and members for administrative support. Ensure high standards of customer service and experience. Handle escalations and grievances in a timely and professional manner. Assist in onboarding new clients and facilitating seamless move-ins and move-outs. 4. Vendor & Contract Management Negotiate and manage contracts with service providers and vendors. Monitor vendor performance to ensure services meet contractual obligations and standards. Process vendor invoices and coordinate with finance for timely payments. 5. Oversee day-to-day administrative and operational functions across co-working locations. Supervise front desk staff and support teams to ensure a high standard of customer service. Manage office supplies, maintenance schedules, and service contracts with vendors. Maintain a clean, safe, and efficient workspace for all members and employees. Monitor budgets, expenses, and facility-related expenditures. Ensure compliance with health, safety, and company policies. Maintain accurate records of memberships, billing, contracts, and licenses. Act as the primary point of contact for existing and prospective clients Identify and resolve any repair or maintenance issues promptly Maintain logs for maintenance activities and service history Key Requirements: Bachelors degree in Business Administration, Management, or related field. Minimum 2 years of experience in administration, preferably in a co-working or hospitality environment. Strong communication and organizational skills. Excellent multitasking and problem-solving abilities. Familiarity with office management tools and co-working management software Customer-centric approach and a keen eye for detail. Ability to work independently and manage a team. Preferred: Prior experience in managing co-working spaces or flexible work environments. Basic accounting or finance knowledge. Understanding of lease/licensing agreements and vendor contracts.