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 & Business Setup Coordinator, you are a proactive and detail-oriented professional who is passionate about delivering exceptional customer experiences and driving operational excellence. You are a “people person” with strong organizational skills, thrive in dynamic environments, and are motivated to go the extra mile to support clients in their journey.
Our motto is “Make it Happen”, and we bring together people who live and breathe that mindset.
Community & Business Setup Coordinator
Business Setup & Client Support
Act as the primary point of contact for AstroLabs clients during the post-sales business setup process
Ensure smooth coordination with DMCC to expedite company incorporation, license issuance, license renewals, change of license address, increase of visa quotas, and other tasks
Facilitate interactions with DMCC and ensure compliance with all processes
Maintain and organize client documents, including licenses, contracts, and certificates, on our internal database and systems for easy access and reference
Proactively communicate progress updates to clients, reducing response times and ensuring satisfaction
Build and nurture relationships with DMCC representatives and other government entities to streamline processes
Identify bottlenecks in the setup journey and collaborate with team members to implement solutions
Consistently reduce the average time to release DMCC licenses through process optimization and effective communication
Display thorough understanding and execution of business setup processes and tools (Docusign, DMCC portal, etc.)
Upsell AstroLabs' other services and support offerings to enhance client value
Oversee lease agreements, member exits, and required clearances, handling the end-to-end process with attention to detail
Maintain up-to-date DMCC unit codes and segmentation files, supporting data-driven strategies and optimized member engagement
Create collateral and publication materials
Community Front of House
Manage reception operations, running the secondary 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.
Deliver world-class customer service at all times
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
Support with onboarding, engaging and renewing members
Assist in planning and executing Community events and initiatives.
What We Offer
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:
You have experience in business setup/company formation
You have 2–5 years of relevant experience in operations, administration, corporate services or other client-facing roles
You have strong communication skills in English (written and verbal); Arabic is a plus
You are highly organized, with excellent multitasking abilities
You have a proactive mindset with a “make it happen” attitude
You are tech-savvy, proficient in Microsoft Office (Excel, Word, PowerPoint) and Google Workspace (Drive, Sheets, Docs)
You are a natural problem-solver, able to adapt quickly and find creative solutions.
You are 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
You can be a brand ambassador for AstroLabs and represent the business with a professional and positive attitude at all times