Part-Time Workplace Assistant

What You’ll Be Up To

• Be the friendly face :
  Welcome members, guests, and visitors with genuine warmth—whether they’re stopping by, calling in, or reaching out online
• Show people around :
  Check folks in, give tours to curious visitors, and help newbies get the lay of the land
• Keep things tidy and ready :
  Make sure our breakroom, meeting rooms, and hangout spots are clean, stocked, and inviting
• Handle the day-to-day details :
  Manage bookings, take care of invoicing, and tackle admin tasks using our software
• Pitch in for events :
  Help set up by moving furniture, putting up signs, and making sure everything’s good to go

• You’re naturally warm and love chatting with people
• You have a knack for making others feel comfortable and welcome
• You’re comfortable with tech and pick up new tools quickly (Google Suite is your friend)
• You’re flexible and happy to roll up your sleeves wherever needed
• You can work the occasional evening, morning, or weekend
• You’ve got at least a year of customer service or reception experience (preferred)
• Bonus points for some bookkeeping or admin background, but not a deal breaker!

The Workplace Assistant position is a perfect fit for someone that is warm, friendly, and looking to connect with people in our space to help make them feel welcome. The Workplace Assistant is responsible for providing friendly, welcoming reception at the Workplace front desk; receiving and directing members, guests, vendors, and visitors to appropriate locations and parties, maintaining a clean and welcoming space throughout the Workplace, and providing support to the Workplace team for admin, bookings, membership, event set‑up, and general communication.

This position works closely with the Workplace Manager (WP Manager) and Stoble’s Community + Events Coordinator (CE Coordinator) to ensure an excellent guest experience in the Workplace for all.

The essential functions include, but are not limited to the following:

• Provide open, welcoming, and warm reception to all who enter through the Workplace doors. Be a warm, inviting presence looking to connect people within the space.
• Greeting and welcoming arriving members and guests in person, via email, and over the phone, welcome each guest personally using enthusiastic words, tone, and body language
• Check in members: facilitating member agreement signing, invoicing/charging, member onboarding with WP Manager
• Check in day pass users and guests: go over the basics of the space, show them the tech and fob, guide them to their meeting room, show them the facilities, invoicing/charging
• Provide full informational tours of the Workplace to interested prospective clients
• Answer all incoming calls promptly and professionally, answering questions or taking down information to follow-up if more in-depth information is needed
• Basic cleaning and restocking in Workplace breakroom kitchen, office supply area, and all hourly and shared spaces
• Understand and use related software for check‑ins, booking hourly spaces, and invoicing/charging for all necessary charges
• Ensure a clean and professional appearance of reception area at all times
• Reset the coworking space at the end of each day including: conference and collab rooms, shared spaces, bathroom, breakroom kitchen, etc.
• Turn over hourly rental spaces after each use; wiping down tables and whiteboards, resetting furniture, and general clean up
• Performing related clerical work and projects such as printing, cutting, laminating, filing, and organizing, per the direction of the WP Manager and CE Coordinator
• Set‑up for upcoming events including but not limited to moving furniture, putting up signage, gathering supplies, etc.
• Performing other duties as assigned
• Warm, welcoming and open attitude and communication skills
• Ability to professionally communicate in person, online, through any channel of communication
• Proficient in Google Suite (Docs, Sheets, Slides, Forms, etc.) with ability to learn applicable softwares and programs quickly
• Must be able to accommodate scheduling expectations including some evenings, mornings, and weekend hours on occasion, in addition to…