Ikigai is a beautifully curated shared office space in the heart of Nairobi. At Ikigai we cultivate an environment where meaningful human interactions are nurtured to encourage impactful and profitable connections between ideas, individuals and businesses. Ikigai is not just another shared office space but a place where community and the collective is at the heart of everything we do. At Ikigai, you have a beautiful and secure space to work from, social areas to connect with your peers and strangers to create fruitful relationships that help push your business forward, events and workshops in our tree-filled garden or boardroom and a coffee bar to keep you productive.
Office Administration Assistant (Coworking Space)
- Job TypeFull Time
- QualificationBA/BSc/HND
- Location Nairobi
- Job Field Administration / Secretarial
About The Role
The Office Administration Assistant , under the direction of the Office Manager will be responsible for providing excellent customer service and coordinating all aspects of community operations.
This job is a healthy mix of administrative management, community development and facilities management.
Goals and Objectives
- Emulate Ikigai’s core values and strive to achieve our mission
- Support the Community Management team to achieve the following:
- Create a welcoming and collaborative community environment amongst our members through events and building relationships between members
- Ensure that your building is fully operational and processes are running smoothly
- Drive growth and promotion of Ikigai’s provided service offerings
- Take direction from the Community Manager/Community Lead to support the Community Team as necessary
- Technical problem solving when needed, including the ability to troubleshoot minor issues with the printer, appliances and wireless networks
Key Responsibilities
- Be the first point of contact to guests and community members
- Managing the 1000 little details that go into running a membership-based office
- Provide compelling tours of The Space that focus on the members business and their needs
- Be the first and last point of contact for your building
- Cover the front desk during business hours
- Greet people who come in for tours, track walk-ins, schedule tours, and send confirmation emails
- Prepare and distribute promotional materials to guests/potential members
Membership Management:
- Enroll new members on the Ikigai mobile application and provide a thorough onboarding on booking meeting rooms, finding events, ordering coffee and everything app related that benefits the member
- Draft license agreements for private office members
- Work on community initiatives designed to develop connections between members, including member introductions, event support, email, and print communications
- Be active on the Ikigai’s member network
- Solve member-related issues to ensure a cohesive community
Events and Community Management:
Developing public-facing events that raise awareness of our space, elevating the Ikigai and Roasted Truth brands in the market and developing member programming that enhances our members’ businesses, lifestyles, and our membership offering.
- Make posters and market for events
- Assist with set-up and breakdown of events, including ordering food and beverages
- Ensure that all events run smoothly specifically through forward planning and preparedness and be the leader during the event
- Prepare Ikigai’s Nairobi newsletter and support with digital marketing efforts
Building Operations and Management:
- Maintaining the facilities to the highest standards, allowing our members to feel pride in bringing their clients and investors into their office
- Assist with move-ins and move-outs; prepare and distribute member welcome packets
- Assist with building/site operations and maintenance to ensure the highest level of member experience
- Fielding and assigning requests submitted through the Ikigai app
- Manage fingerprint access activations and deactivations
- Ensure that postal mailbox is regularly collected and delivered to members in a timely fashion
- You’ll be cleaning too. Cleaning out conference rooms, wiping up spills in the kitchen, picking up stray mugs and generally keeping the space neat and tidy for the members (don’t worry, we have a maintenance team on staff) but this may be required from time to time especially when space is busy
- Ordering consumables
- Submit building receipts to Community Lead or Community Manager for expense reports
- Identify issues for escalation to Community Manager and document accordingly
- Education & Experience:
- Education
- A college graduate with a four-year degree preferred, but not required
- Experience and Requirements
- You possess a superhuman ability to judge character so you’ll be able to recruit great, community-minded members and will be tactful and diplomatic with every person who enquires about the space
- You’re punctual, professional, thorough, and entrepreneurial; you’re a quick learning self-starter that works well in a fast-paced, start-up environment
- You are highly organized and efficient with excellent time management skills and are able to prioritize tasks effectively when everything is happening at once
- You don’t just show up to work at the office, you own the office, taking pride in managing every little operational detail of your filing system, calendar, and inbox
- You’re collaborative and engaging and like to work as a team, you’re also independent and get the job done. No matter what is required
- You’re adaptable and innovative, you own your mistakes and move on
- Customer service and/or sales/marketing experience a plus
- Essential Skills and Competencies
- Must have strong verbal and written communication skills
- Exceptional organizational and multitasking skills.
- Exceptionally detail-oriented.
- Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy and professionalism
- Passion for entrepreneurial communities
- Passion and understanding for Ikigai’s mission and values
- Proficient in basic computer skills
- Reporting Relationship(s)
- This role will report to the Office Manager and the CEO.
Office Manager (Coworking Space)
- Job TypeFull Time
- QualificationVocational
- Location Nairobi
- Job Field Administration / Secretarial
Who they are looking for
The Office Manager is the face of Ikigai whose primary focus is to cultivate a strong community.
You are the right person if you enjoy wearing many hats. You’re a details person! You’re an event planning expert. You’re the glue in your friend’s circle and people are always asking you for advice and love being around you! You love a busy environment and meet all your deadlines with ease and excellence! You’re a tech-savvy social media junky who knows the difference between a router and a switch. You multitask better than anyone and prioritize like a genius. You’re completely at home with data and provide incredible customer service at a moment’s notice, without missing a single data point. You. Love. People.
The Office Manager reports directly to the Chief Executive Officer (CEO). This job is a healthy mix of administrative management, community development and facilities management. Everything you do will be in the interest of creating and sustaining an authentic and thriving community and business. Everything.
Goals and Objectives:
- Emulate Ikigai’s core values and strive to achieve our mission
- Support the Community Management team to achieve the following:
- Create a welcoming and collaborative community environment amongst our members through events and building relationships between members
- Ensure that your building is fully operational and processes are running smoothly
- Drive growth and promotion of Ikigai’s provided service offerings
- Take direction from the Community Manager/Community Lead to support the Community Team as necessary
- Technical problem solving when needed, including the ability to troubleshoot minor issues with the printer, appliances and wireless networks
Key Responsibilities:
- Greeting /Point of Contact
- Managing the 1000 little details that go into running a membership-based office
- Provide compelling tours of The Space that focus on the members business and their needs
- Be the first and last point of contact for your building
- Cover the front desk during business hours
- Greet and check-in member guests
- Greet people who come in for tours, track walk-ins, schedule tours, and send confirmation emails
- Prepare and distribute promotional materials to guests/potential members
Membership Management:
- Enroll new members on the Ikigai mobile application and provide a thorough onboarding on booking meeting rooms, finding events, ordering coffee and everything app related that benefits the member
- Draft license agreements for private office members
- Work on community initiatives designed to develop connections between members, including member introductions, event support, email and print communications
- Be active on the Ikigai’s member network
- Solve member-related issues to ensure a cohesive community
Events and Community Management:
Developing public-facing events that raise awareness of our space, elevating the Ikigai and Roasted Truth brands in the market and developing member programming that enhances our members’ businesses, lifestyles, and our membership offering.
- Make posters and market for events
- Assist with set-up and breakdown of events, including ordering food and beverages
- Ensure that all events run smoothly specifically through forward planning and preparedness and be the leader during the event
- Prepare Ikigai’s Nairobi newsletter and support with digital marketing efforts
Building Operations and Management:
- Maintaining the facilities to the highest standards, allowing our members to feel pride in bringing their clients and investors into their office
- Assist with move-ins and move-outs; prepare and distribute member welcome packets
- Assist with building/site operations and maintenance to ensure the highest level of member experience
- Fielding and assigning requests submitted through the Ikigai app
- Manage fingerprint access activations and deactivations
- Ensure that postal mailbox is regularly collected and delivered to members in a timely fashion
- You’ll be cleaning too. Cleaning out conference rooms, wiping up spills in the kitchen, picking up stray mugs and generally keeping the space neat and tidy for the members (don’t worry, we have a maintenance team on staff) but this may be required from time to time especially when The Space is busy
- Ordering consumables
- Submit building receipts to Community Lead or Community Manager for expense reports
- Identify issues for escalation to Community Manager and document accordingly
Reporting Relationship(s)
- This role will report to the CEO.
- Education & Experience:
- Education
- A college graduate with a four-year degree preferred, but not required
- Experience and Requirements
- You possess a superhuman ability to judge character so you’ll be able to recruit great, community-minded members and will be tactful and diplomatic with every person who enquires about the space
- You’re punctual, professional, thorough, and entrepreneurial; you’re a quick learning self-starter that works well in a fast-paced, start-up environment
- You are highly organized and efficient with excellent time management skills and are able to prioritize tasks effectively when everything is happening at once
- You don’t just show up to work at the office, you own the office, taking pride in managing every little operational detail of your filing system, calendar, and inbox
- You’re collaborative and engaging and like to work as a team, you’re also independent and get the job done. No matter what is required
- You’re adaptable and innovative, you own your mistakes and move on
- Customer service and/or sales/marketing experience a plus
- Essential Skills and Competencies
- Must have strong verbal and written communication skills
- Exceptional organizational and multitasking skills. Exceptional
- Highly detail-oriented. Highly
- Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy and professionalism
- Passion for entrepreneurial communities
- Passion and understanding for Ikigai’s mission and values
- Proficient in basic computer skills
- Customer service and hospitality experience is a plus but not required
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