Administration and Hub Management Graduate Officer at Tongston Entrepreneurship Holdings

Responsibilities

Entrepreneurial Hub Management

• Respond to enquiries from potential clientele.
• Facilitate and conduct tours, providing consultation on available services and following up with prospective members.
• Support the development and publishing of content across social media, tracking engagement and communicating with members & users via marketing campaigns.
• Recommend new features, services or perks that serve the needs of members and users.
• Support the development, implementation and roll out of new services in the hub.
• Support sales and coordination of memberships and user services.
• Support new member onboarding and exits.
• Greeting visitors, signing members and guests in, managing post and carrying out general admin tasks as a front of house staff member. 
• Ensure day-to-day smooth management and operations of the facilities through administrative support and overseeing maintenance & repairs.
• Update and maintain usage records and invoice relevant internal and external clientele.
• Support management of facilities operations to members’ satisfaction; implement repairs; maximize uptime and availability of key facilities assets and inventory.
• Procure and utilize appropriate relevant technological applications to manage the hub, users and membership.
• Support update and implementation of the relevant operational policies, processes and procedures.

Travel and Logistics Management

• Manage logistics including travel arrangements, hotel and vehicle arrangements etc. for staff, stakeholders, etc. as may be required.

Correspondence Management and Documentation

• Filing and file management (hard copies and electronic).
• Answer correspondence from different stakeholders’ correspondence with internal and external stakeholders.
• Book meetings, agenda development, minutes taking and action points management.
• Maintain comprehensive stakeholder database.
• Asset and Procurement Management
• Manage office stock.
• Prepare regular reports (e.g. expenses and office budgets) and organize company records.
• Vendor sourcing and onboarding.
• Manage and evaluate vendors and suppliers.
• Prepare requisition lists and ordering supplies.
• Ensure assets are properly tagged, updated, procured & maintained from time to time.

EDUCATION & EXPERIENCE

• A university degree in English, business administration, marketing and sales, accounting, business management or a related field of study.
• A strong communication, stakeholder management and/or business development background is required, with at least 1 year prior experience is preferred.
• Up to 1-2 years’ experience (full-time, part-time or volunteer) in an administration role with preference for experience in hub/co-working space management.
• Basic Knowledge of admin functions (inventory, facilities, procurement, logistics management).
• Prior or current experience running a business is a plus.

SKILLS & COMPETENCE

• Detail oriented with strong organizational, planning and time management skills as well as ability to manage multiple priorities.
• Ability to work under pressure and meet challenging deadlines regularly.
• Advanced communication and business writing skills, including ability to deal with customers – ideally in the hospitality or events industry.
• Confident, approachable and able to build strong relationships with customers.
• Keen on taking ownership of problems and finding ways to solve them.
• Positive, enthusiastic and able to adapt to fast-changing situations.
• Proficiency in MS Office applications (Outlook, Word, Excel and PowerPoint).
• Proficiency in cloud software applications (Skydrive, DropBox, Google Docs, Outlook).
• Strong relationship management skills.
• Integrity, confidentiality, discretion, and approachability, in managing hub users.
• Ability to analyze, interpret and explain employment law.
• Influencing and negotiating skills to implement personnel policies.
• Curiosity and a willingness to challenge organizational culture where necessary.
• Creativity, Innovation and Problem-Solving skills.