Operation Coordinator

Arbeit Studios is recruiting an Operation Coordinator in Hackney, to support with all areas of the business. Previous administrative experience is vital for this role, and the ideal candidate will have relevant skills and a good level of competence.

ABOUT ARBEIT STUDIOS

Arbeit Studios is a mix-use creative workspace provider, creating spaces for artists, designers, small businesses and start-ups, alongside business support, event/gallery space and a shared environment for innovative collaboration and community involvement.

ABOUT THE ROLE

The person will be joining our growing team and company and support on various aspects of the operation, including site maintenance and health & safety, tenant liaison, as well as working with our core team supporting various aspects of the organisation such as the cultural activities.

Working days are Monday to Friday, 930am – 6pm with occasional evenings and weekends.

Mian location would be Hackney Wick, but also might be situated at different sites.

MAIN DUTIES AND RESPONSIBILITIES

Sites management (Hackney wick sites):

Be in charge of the Hackney wick sites

Tasks include:

• Reply to enquiries, conduct viewings and provide handovers and inductions when necessary.
• Arrange moving out procedure and keys return and change locks and codes when required.
• Make sure the site is clean and tidy at the end of tenancies/ use.
• Conduct weekly Health and Safety procedures are in place.
• Report any other damage or issue within the building and missed collections of rubbish.
• Undertake minor maintenance works where and when necessary, such as replacing light bulbs etc and contact contractors to fix issue, liaise with contractors onsite, be present onsite if required.
• Undertake trainings when needed (such as health & safety).
• Make sure electrical appliances are properly working, reporting any technical issues and following-up.
• Check facilities at the Hackney Wick locations.

Sites management support:

Support GM on entire studio portfolio

• Conduct weekly Health & Safety checks monitored for sites (to escalate to GM if concerns).
• Ensure all signage and documents displayed are up to date at each site.
• Manage cleaners / cleaning schedule / monitor cleaning hours & waste management ( to escalate to GM if concerns).
• Liaise with Site Managers full cleaning supplies / necessary products and assist with ordering in bulk & having extra supplies in the office.
• Ensure invoices are received monthly by all cleaners and check hours are correct before payment is made.
• Manage stock across sites (Site managers will order stuff, but if they still need anything they should send the request as part of the HS check by Friday, in a separate line).

Maintenance:

• Manage list of property tasks, and if needed secure quotes.
• Once a quote is approved, arrange access.
• Manage the internet lines across sites and assist faults.

Tenants liaison:

• On move in to send codes and welcome packs to new studio holders and introduce Site Manager.
• Follow up email within the first 2 weeks of tenancy.
• On move out ensure keys are returned and studios have been vacated with no damages.
• Send access and updates emails to tenants when needed.

General Office Admin:

• Monitor general emails, review viewing enquiries, compete forms and forward to Site Managers.
• Check and sort post.
• Compiling a supplier/builder list, requesting quotes.
• Ad hoc tasks will be provided when required.

Outreach, culture & events support:

• Support with events and cultural activities across sites when needed.

Ad-Hoc – (may also include but limited too):

• Make copies of keys / arrange large orders / check office equipment is fully stocked.
• Obtain monthly metre readings where required.
• Visit sites when required / support with Site Managers are away.

CANDIDATE REQUIREMENTS

• Previous coordinator and/or administrative experience would be highly advantageous.

• Willingness to learn.
• Excellent Communication.
• Able to work well in a team.
• IT literate
• Proactive

Other:

• Some previous similar experience preferred.
• Be open to travelling to various sites around London.
• Being attentive to identifying and understanding issues to report (maintenance).
• Understanding of the business and scope of the work.

Working hours will include some Saturdays and Sundays (to support events and ad-hoc duties – hours vary).

Location: Main office in Hackney Wick and other locations in London.

APPLICATION INSTRUCTIONS

TO APPLY, PLEASE SEND YOUR (up-to-date) CV AND COVER LETTER (1 A4 page) to: Delroy.Lammie@hackney.gov.uk

ADVICE FOR YOUR COVER LETTER:

• The first paragraph of your cover letter should state what you are applying for and why.
• The second paragraph of your cover letter should be a short bio about yourself.

THE REST OF YOUR COVER LETTER SHOULD COVER THE BELOW POINTS:

• What qualifications you already hold that are relevant to this position.
• What relevant skills, knowledge and experience you have/will bring to the position.
• What personal qualities do you have that will be useful for this position?
• What you hope to gain from this position.