Operations Lead at Ikigai

We are looking for a results-oriented Operations Lead to take charge of managing the organization’s operations. This role requires the management, coordination and structuring of all things operations related. The ideal candidate will be able to switch from a dynamic conversation with the CEO, to having a detailed IT conversation with the technology team, to a presentation of the company’s processes to the team all in a day. The ability to get your hands dirty and remain very detail oriented is imperative.

He/she will ensure exceptional customer service in the community and maintain client relationships. They will also be responsible for managing stakeholders and communication both laterally and vertically. The ideal candidate should be able to comfortably supervise a young team and motivate each individual to reach their full potential.

Scope of work:

• Oversee operations of the organization - Process and detail oriented individual capable of  wearing different hats with an ability to prioritize.
• Maintain high customer service standards by managing membership of the Community.

A detailed Job description for the position is as follows;

Membership  Management

• Coordinate execution of member License Agreements
• Supervise collection of potential member and member data
• Oversee and regularly check tour and member onboarding  process
• Conduct tours for potential members
• Attend member mixers and happy hours
• Receive and check communal member schedule with Community Associates and Accounts Department
• Maintain private office availability schedule
• Oversee parking schedule
• New business acquisition and sales
• Connecting members in the community
• Attend and oversee community performance meetings
• Hold weekly meetings with Community/Administrative Associates and Operations Associates
• Handle member feedback
• Hold a "first date" meeting with new private office members
• Manage potential private office member communication
• Private office member onboarding
• Approve private office final account
• Manage relationships with private office members

Legal

• Manage all legal documentation pertaining to operations and memberships
• Maintain and update membership License Agreements
• Maintain and update membership Terms of Use

Human Resources

• Recruit for company wide positions (together with CEO)
• Orient new hires supervised by Operations Lead
• Conduct performance reviews of staff supervised by Operations Lead
• Hold regular team meetings

Finance

• Follow up on private office membership payments
• Attend finance meetings
• Coordinate yearly Audit process
• Checking and authorizing requisitions
• Ensure operations related expenses are paid by accounts team

Technology

• Oversee Ikigai coworking management software
• Oversee Ikigai access control software
• CCTV management in conjunction with technology consultant
• Oversee internet management in conjunction with technology consultant
• Oversee printer management in conjunction with technology consultant
• Manage software integrations
• Manage technology consultant

Supplies, Repairs & Maintenance

• Oversee cleaning schedules
• Oversee repairs and maintenance schedule
• Supplier and service provider relationship management
• Oversee office supply schedule
• Acquisition of new furniture and fittings

Business Development & New Projects

• Develop new project concept with CEO
• Coordinate design and finance for new projects internally and with project design team
• Implement new projects internally and with design team
• Account Management for clients

Processes

• Oversee operations processes manual
• Ensure team are following processes
• Hold processes meetings with team

Events & Marketing

• Sit in on events meetings with events team and contribute to and make decisions concerning events.
• Attend and run events with events team

Desired Candidate Profile

• 5 years of Project Management/ Operations experience.
• Strong written and oral communication skills.
• Detail and process oriented.
• Team management experience.

Does this sound like you?

• Experience working in a fast paced/ dynamic environment.
• Used to working with teams across different levels of seniority from support staff to senior leadership.
• Great customer service and client relationship skills .
• Mature enough to manage a group of young employees.
• Ability to motivate and develop teams.
• Quick thinker, able to provide solutions to problems as they arise.
• Global thinker - Experience abroad an advantage