Who We Are
AstroLabs is the Gulf's leading business expansion platform, enabling high-growth companies to enter and grow in UAE and Saudi Arabia. AstroLabs Coworking & Licensing Dubai has set up over 550 tech-enabled ventures in the UAE in partnership with the leading freezone - DMCC, and supported hundreds more with soft-landing and Community. We have two 24/7 coworking spaces in JLT that are the home to an unrivaled tech and innovation-driven entrepreneurial community.
We are the springboard for their growth and development in the region, acting more as an enabler of growth than a workspace and business setup partner. Join us to support over 350 active members kickstart their local operations, build and refine their products, grow their teams, upskill in different areas, and scale in the region.
Our culture is ambitious, collaborative, outcome-oriented and driven by curiosity. If you are a high-performing, driven individual who loves working with high-growth startups, then read on - we would love for you to join our dynamic team!
Who You Are
As a Community & Operations 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, walk-ins 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.
Community & Operations Coordinator
Front of House
Manage reception operations, running the front desk and ensuring all members, guests and leads are greeted warmly and professionally.
Deliver tours of the spaces if required.
Assist clients with inquiries (phone calls, emails, online chat and walk-ins), deliveries, appointments, and requests - making the appropriate escalations and connections within AstroLabs teams.
Capture leads from calls, chat and walk-ins and record them in our CRM.
Receive, distribute, and manage mail/courier.
Prepare and maintain records, office and filing systems; organize and manage documents; ensure all key documentation is accessible and up to date.
Provide administrative support to the AstroLabs team.
Deliver world-class customer service at all times.
Space Operations
Maintain an exemplary facility, ensure that the space and its resources are always operational, fully functional, and maintained at a high standard.
Liaise with service providers for maintenance works, cleaning, security, tech support, etc.
Seek continuous improvement of the space and its resources in terms of functionality, aesthetics, and fulfillment of member’s requirements.
Conduct routine checks of the space, resolve all issues or escalate them accordingly within 24h, and maintain a concern log to track issues and their resolution.
Inventory management of all physical resources and assets.
Develop a network of trustworthy suppliers, providers and partners to ensure our space is always well serviced and catered.
Purchase and supply management for the office, pantry, events, etc.
Coordinate cleaning and support staff and partners to ensure optimal standards of cleanliness, hygiene and safety at all times.
Provide tech, systems and space support to our members.
Implement office operations and procedures to guarantee efficient functioning of the space and people within it.
Handle the scheduling of partners to ensure the space is properly staffed and serviced at all times.
Ensure adherence to government, safety and security regulations (firefighting, first aid, signage, etc.) and that all permits and licenses are up to date.
Community Operations
Deliver the technical onboarding of our Community members: access to systems, sharing of guidelines and
processes, etc.
Conduct a continuous analysis of our members’ space usage and trends to monitor capacity.
Collect, organize, and analyze data to identify problems and possible solutions, inform business decisions, and create reports for the management.
Assist in planning and executing Community events and initiatives.
A chance to learn in a rapidly growing environment
Exposure to diverse teams, both locally and internationally
A dynamic work environment where innovation and proactive actions are at the forefront
The opportunity to work closely with impact-driving 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:
2 - 5 years of relevant work experience in operations, administration, or cross-departmental support roles.
Strong English communication skills,both written and verbal.
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)