Virtual Office & Coworking Manager

Taj HR; Remote; SAR 120,000 - 150,000; Full time

Job summary

A leading human resources firm is seeking a proactive Virtual Office & Coworking Manager to oversee the operations of its coworking spaces in Riyadh. The ideal candidate will create a welcoming environment, ensure seamless operations, and achieve performance metrics for client engagement and revenue growth. Key responsibilities include managing a skilled team, maintaining excellent customer service, and optimizing sales processes. This role demands strong communication and leadership skills, along with 2-5 years of experience in the real estate industry.

Qualifications

• 2-5 years of experience in the real estate industry.
• Excellent communication skills.
• Good English language proficiency.
• Ability to travel.

Responsibilities

• Oversee the management and operations of virtual office and coworking spaces.
• Ensure the smooth operation of all administrative functions.
• Create a productive and welcoming environment for clients.
• Achieve sales and client success through excellent customer service.

Skills

Communication skills

Customer service focused

Management skills

Leadership

Results oriented

Time management

Job description

Taj HR is looking for a proactive and experienced Virtual Office & Coworking Manager to oversee the management and operations of our virtual office and coworking 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.
• 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.

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

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 the previous 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.

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