Office Coordinator (contract)

Mindgrub Technologies is an award-winning agency whose mission is to drive efficiency, growth, and ROI through AI and digital innovation. We leverage a deep understanding of technology and growth strategy to deliver multi-channel solutions for enterprise clients, with a strong focus on the energy and utilities sectors.

Position Overview

Mindhub is the coworking space within Mindgrub Technologies built around community, flexibility, and a high-quality member experience. We’re looking for an Office Coordinator who will serve as the welcoming face of our space and help ensure everything runs smoothly day-to-day.

This role is ideal for someone who enjoys working with people, takes pride in staying organized, and naturally anticipates what needs to be done before being asked.

What You'll Do

• Member Experience & Front Desk

• Serve as the first point of contact, welcome members, guests, and prospective tenants with a friendly, professional presence

• Answer phones, manage inbound emails, and route inquiries appropriately

• Maintain a clean, organized, and welcoming front desk and common areas

• Act as the primary day-to-day contact for tenants, ensuring a positive experience

• Tours, Sales Support & Onboarding

• Respond to coworking and conference room inquiries via email, phone, and walk-ins

• Schedule and coordinate tours for prospective members, primarily with the Managing Director

• Conduct tours when needed and confidently communicate offerings and pricing

• Capture and organize prospect information and maintain accurate tracking

• Gather all necessary details for new member agreements and coordinate with Managing Director to move prospects forward

• Support onboarding by preparing for new tenant arrivals, including scheduling, communication, and setup

• Office Space & Space Management

• Keep the kitchen, café, and shared spaces fully stocked, clean, and organized throughout the day

• Monitor conference rooms, schedule, reset, and maintain presentation-ready spaces

• Handle incoming mail and packages and distribute to members

• Submit and track maintenance requests and coordinate with property management as needed

• Maintain office supplies, storage areas, and overall organization of the space

• Community & Events

• Help coordinate in-office events, meetings, and tenant experiences (set-up, breakdown, and logistics)

• Contribute ideas to enhance the community experience and create a positive, engaging environment

• Assist with communications to members (announcements, updates, etc.)

• General Administrative Support

• Use tools like Google Workspace Tools (Gmail, Sheets, Docs, Drive, etc.), Slack, and internal systems to stay organized and responsive

• Assist with scheduling, small projects, and general administrative needs

• Take initiative to identify gaps, anticipate needs, and keep operations running smoothly

• Business Development & Membership Growth

• Support and execute outreach campaigns to attract new members (email, social, local partnerships, and community engagement)

• Identify and research potential member leads, including local businesses, startups, and entrepreneurs

• Assist in developing and maintaining relationships with local organizations, partners, and referral networks

• Track campaign performance and maintain organized records of outreach efforts and leads

• Collaborate with the Managing Director to test new strategies for increasing occupancy and engagement

• Represent Mindhub at local networking events or community opportunities when applicable

• Additional Responsibilities

• Take on new tasks as business needs evolve

• Collaborate with Mindhub and its sister company on occasional marketing initiatives

Who You Are

• Highly organized and detail-oriented, you notice what others miss

• Friendly, outgoing, and naturally welcoming with a strong hospitality mindset

• Comfortable balancing multiple responsibilities in a fast-paced environment

• Strong communicator with a polished and professional presence

• Tech-savvy and comfortable learning new tools and systems quickly

• Dependable, positive, and committed to creating a great experience for others

• Able to lift and move items up to 20 lbs (such as office supplies, packages, and event materials) as needed

Compensation

• In-Person; 8:30am - 4:30pm ET, Monday through Thursday -- beginning July 1st

• $21.00 USD per hour

• Base compensation will be determined based on a variety of factors including skills, education, certifications, and overall experience for this role.

Inclusivity without exception | At Mindgrub we value and encourage mutual respect and acceptance. We know we all have something to contribute. We work every day to ensure all are welcome, and that we treat all people with fairness and dignity.

No phone calls or recruiters, please.

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