Virtual Office & Coworking Manager

Taj HR is looking for a proactive and experienced Virtual Office & Coworking Manager to oversee the management and operations of our virtual office and co working spaces. The successful candidate will be responsible for creating a productive and welcoming environment for our clients and ensuring the smooth operation of all administrative functions.

Virtual Office & Coworking performance measures:

· Convert 1 in 2 Virtual Office & Coworking enquiries

· Virtual Office & Coworking client churn not to exceed 60%

· Aim for 200 Coworkers

· Increase Virtual Office package count by 20% per year

· Increase revenue month on month and year on year

· Exceed the operating profit as projected with your General Manager for your location

· Ensure ‘loss on sale of product’ does not exceed projected amount per month

· Team churn not to exceed 40% per annum

Key attributes:

· Attitude: positive, enthusiastic, confident, approachable and a great smile

· Communication skills: active listener, friendly, respectful, responsive, confident

· Customer service focused: genuine interest to help others, subscription builder

· Professionalism: invested in the business, well presented, career oriented

· Leadership: leads by example, engages team members, makes business decisions, proactive

· Management skills: time management – works to deadlines, eye for detail, solves challenges

· Results oriented: motivated to achieve, want to win

· Culture fit: positive energy, sticks to the system, adds value

Management position summary:

Sales

 Study ‘How to Create a Buyer’, and learn the sales process – it will help you with Virtual Office &Coworking sales.

• Study Virtual Office & Coworking Sales Talk guides.

• Sell with enthusiasm, explaining the unique differences that make a client successful.

• Over the phone, the aim is to sign up your Virtual Office enquiry over the phone, and to book your Office & Coworking enquiries in to tour the office.

• Every enquiry will receive a demonstration/s of the communications and technology. Ensure you understand its power, and demonstrate technology to enquiries that tour.

• Learn and manage the ‘Trip to Sale’ for all enquiries, and train your team to handle enquiries with priority and to the standards.

• Walk the floor three times per day to ensure five star presentation. The demonstration office is set up to the specifications, and all Offices are presented with wow factor – it creates a buyer.

• Confident in using the tools such as ‘Don’t Buy a Lie’, ‘Why You Need to Be in and ‘Quick

Comparison’ to help you create a buyer.

• Follow up enquiries keeping Wombat up to date, and driven to close sales.

Global IT network:

· A sound knowledge of all capabilities, systems, services, and network: broadband, unique WiFi security Cisco IP Phones, Call Manager, Worksmart call screen, Intercept, Least Cost Routing Unified Communications, Onefone, Onefax

Sales administration:

· Follow the sales templates in The Library when communicating on behalf .

· Keep CRM/MyFloor/Wombat up to date with correct sales notice details, correspondence and Service agreements uploaded.

· Ensure Service Agreements, Client ID, and Credit Card details are obtained and correctly executed.

Stabilize team:

Work with your Office Manager to achieve these standards.

· Hire a great team of skilled, motivated individuals, paying salaries above the market rate, (no recruitment agencies to be used).

· Ensure you maintain a balanced team (as per The Library standard) to service the clients and grow the business.

· Create a positive and enjoyable work environment. You achieve this by walking onto your floor with a smile, positive attitude and assist your team in achieving goals rewarding with the motivation budget, and train your team to The Library guidelines

· Hold team meetings to motivate, educate and reward your team every six weeks. Involve your General Manager or organize a guest speaker quarterly.

Distribute minutes of meetings to all team members and General Manager within 48 hours.

· Discuss with your team the client’s business; find out what the clients need and how we can assist/help them.

Train your team to exceed client’s expectations.

· Conduct performance reviews with your team to measure skills, training, discuss goals, successes and targets. Review team Job Description and performance evaluation.

· Celebrate your sales and client success with your team.

Stabilize clients:

· Client Welcomes and Happy Calls with your team to the standards in The Library for every client from day one, and continue to onboard over 6-8 weeks to learn how you can support the client.

· Complete a minimum of 8 “How can we help you” (80/20) meetings per month, to further understand the client’s business, progress, and ways we can support them with subscription solutions. Submit report details to your General Manager.

· Attend to all client queries or concerns within 24 hours.

· Deliver quarterly networking functions on your floor to foster Community, and facilitate business introductions for stabilization.

Client terminations:

· Aim to re-sell clients who provide termination notice.

· Where relevant, apply Virtual Pause, as per the guidelines in The Library.

Make a profit:

· Review monthly profit and loss statement; compare your performance in the current period against theprevious month and previous year, and improving profits. (After your first 6 weeks).

· Know your projections for the month and year.

· Actively audit and increase subscriptions.

Accounts:

· Ensure supplier invoices have been on-charged to clients with appropriate mark-up.

· Ensure all cheques and cash are banked on the same day.

· Accurately receipt client payments in accounting system from bank statement/receipts.

· Following up collect payment from outstanding clients meeting collection targets on 15th, 21st, and 25th of the month.

· 95% of all Virtual Office & Coworking clients should have a credit card on file and Office clients should be paying via Direct Debit.

Billing system:

· A sound knowledge of your billing system.

· Set up of clients correctly in accounting system; ensure all items on the Service Agreement are properly entered, rent increases entered and occur automatically.

· Ensure your team are using Task Timer and charging correctly daily. Check grammar, charge and correct codes etc.

· Audit recurring charge items twice per year.

· Accurate and timely client invoice preparation and distribution by the 1st of the month.

General:

· Ensure all floor equipment is maintained – there is no maintenance budget.

· Ensure a sound knowledge of your equipment; photocopier, TV, Smartboard, Video Conferencing.

· Liaise with IT to ensure IT and Communication records and equipment are maintained.

· Liaise with building management to ensure directory board listings are updated, is listed, and the building is maintained.

· Liaise with local telephone directory listing agency to ensure they are updated.

· When invited, attend Management Meetings, returning to your location and actively training your team with the information.

· Report regularly and honestly to your Manager.

Administration:

· Keep a daily master list in your diary on Outlook.

· Maintain an accurate petty cash float and obtain regular reimbursements.

· Ensure Coworking lounge and day suite systems are maintained for Virtual Office and travelling clients.

· Ensure accurate mail systems are followed and maintained, as per The Library guidelines.

· Ensure manuals for all equipment, ITS and Team Manuals remain propriety information and never to be given to a client or external person. Manuals are never to be taken off the floors.

General knowledge:

· Real estate prices per 100sqm/30 tsubo in your city.

· What is happening in your city? Have a good commercial knowledge base.

· Attend networking events – minimum 1 per month.

· Be a student of your market.

Personal:

· Grooming/dress code is professional and suitable style for a prestigious environment.

· Lead your team by example.

· Be honest and always talk up to your Senior Manager and do not involve your team in your personal life.

· Have a “buddy” in at managerial level.

· Smile! Have fun.

Requirements:
• 2-5 years of experience in real estate industry
• Excellent communication skills
• Good English language
• Based in Riyadh
• Available for travel