Description:
Responsibilities:
Administrative Execution
- Onboarding: Coordinate the onboarding and offboarding process for Velocity with tasks including, but not limited to, key requests, desk requests, and company setup, and introduce them to office rules and procedures
- Access Control: Ensure appropriate authorization in issuing and ordering keys and fobs for individuals
- Space Allocation: Anticipate future needs and initiate action around space modifications to fulfill community-changing work needs. Allocate desk and office areas for Velocity clients and ensure the best use of space to foster a collaborative workplace
- Office Upkeep: Ensures efficient management of office supplies and equipment. Maintain the office and community spaces' overall cleanliness, functionality, and aesthetic appeal. Liaise with and coordinate with outside vendors and campus partners for services such as cleaning, maintenance, and office supplies procurement
- Documentation: Establishes and sustains the development of procedures, documentation, and implementation of administrative and operational procedures related to role
- Shipping & Receiving: Managing and sorting incoming mail and packages and notifying companies when temperature sensitive packages arrive
- Team support: Assist with initiatives and projects of the Associate Director, Productization and Spaces, to ensure the vision is implemented and executed smoothly
- Business Data Support: Maintain Velocity databases to ensure that pertinent data is always captured and monitor databases for completeness. Maintains confidential records
Community Engagement & Customer Support
- Acts as the initial point of contact for Velocity, engaging visitors and clients with a professional and energetic rapport reflecting the Velocity brand
- Responsible for delivering an energetic and professional service experience with, for example, VIP visitors to Velocity including C-suite industry leaders, government officials and members of University of Waterloo leadership
- Provide customized and knowledgeable tours to different audiences
- Anticipates and troubleshoots challenges for new members, visitors, and delegations
- Manages inquiries and requests promptly and professionally both online and in person
- Coordinates conference/event room bookings and room configuration for various groups of community members, including technical support and maintenance
- Assures that reception function at the Innovation Arena is effectively executed
Qualifications:
- Post-secondary university or college education, business administration preferred, or equivalent education and related experience required
- 2+ years prior full-time experience in office management, community relations or relevant administrative role, preferably in a startup environment
- Experience in customer service or hospitality is necessary
- Proficiency in MS Office, Slack, Airtable is an asset
- Experience within startup, technology, or innovation organizations is an asset
- Familiarity with office management procedures and community engagement principles
- Ability to manage frequent task switching
- Ability to work primarily independently and collaboratively within a team environment
- Ability to communicate effectively with diverse groups; demonstrated problem-solving abilities
- Detail orientated with excellent organizational and time management skills with the ability to multitask and prioritize work effectively
- Strong communication and interpersonal skills, with a friendly and approachable demeanor
- Adaptability and learning mindset