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 OverviewMindhub 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 DoMember Experience & Front DeskServe as the first point of contact, welcome members, guests, and prospective tenants with a friendly, professional presenceAnswer phones, manage inbound emails, and route inquiries appropriatelyMaintain a clean, organized, and welcoming front desk and common areasAct as the primary day-to-day contact for tenants, ensuring a positive experienceTours, Sales Support & OnboardingRespond to coworking and conference room inquiries via email, phone, and walk-insSchedule and coordinate tours for prospective members, primarily with the Managing DirectorConduct tours when needed and confidently communicate offerings and pricingCapture and organize prospect information and maintain accurate trackingGather all necessary details for new member agreements and coordinate with Managing Director to move prospects forwardSupport onboarding by preparing for new tenant arrivals, including scheduling, communication, and setupOffice Space & Space ManagementKeep the kitchen, café, and shared spaces fully stocked, clean, and organized throughout the dayMonitor conference rooms, schedule, reset, and maintain presentation-ready spacesHandle incoming mail and packages and distribute to membersSubmit and track maintenance requests and coordinate with property management as neededMaintain office supplies, storage areas, and overall organization of the spaceCommunity & EventsHelp 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 environmentAssist with communications to members (announcements, updates, etc.)General Administrative SupportUse tools like Google Workspace Tools (Gmail, Sheets, Docs, Drive, etc.), Slack, and internal systems to stay organized and responsiveAssist with scheduling, small projects, and general administrative needsTake initiative to identify gaps, anticipate needs, and keep operations running smoothlyBusiness Development & Membership GrowthSupport 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 entrepreneursAssist in developing and maintaining relationships with local organizations, partners, and referral networksTrack campaign performance and maintain organized records of outreach efforts and leadsCollaborate with the Managing Director to test new strategies for increasing occupancy and engagementRepresent Mindhub at local networking events or community opportunities when applicableAdditional ResponsibilitiesTake on new tasks as business needs evolveCollaborate with Mindhub and its sister company on occasional marketing initiativesWho You AreHighly organized and detail-oriented, you notice what others missFriendly, outgoing, and naturally welcoming with a strong hospitality mindsetComfortable balancing multiple responsibilities in a fast-paced environmentStrong communicator with a polished and professional presenceTech-savvy and comfortable learning new tools and systems quicklyDependable, positive, and committed to creating a great experience for othersAble to lift and move items up to 20 lbs (such as office supplies, packages, and event materials) as neededCompensationIn-Person; 8:30am - 4:30pm ET, Monday through Thursday -- beginning July 1st$21.00 USD per hourBase 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.