Administrative Associate

Intelligent Office; Manassas (VA); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Competitive hourly pay

Job summary

Intelligent Office in Manassas, VA seeks an Administrative Associate to support daily operations, member services, and front-desk duties in a fast-paced coworking environment.

You will handle scheduling, mail, basic bookkeeping, and coordinate events, while maintaining a welcoming atmosphere and collaborating with the Operations/Community Managers.

This role requires 2+ years of admin or customer service experience and proficiency with Google Workspace, Office suites, and booking systems.

Qualifications

• 2+ years of administrative, customer service, or hospitality experience; coworking or office operations experience preferred.
• Excellent interpersonal and communication skills; professional front-desk presence.
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Comfortable with common office technology: Google Workspace or Microsoft Office, booking systems (e.g., OfficeRnD, Nexudus, Skedda), basic networking troubleshooting.
• Reliable, proactive, and able to work independently with minimal supervision.
• Ability to lift/move light equipment (up to ~25 lbs) and stand for extended periods during events.

Responsibilities

• Serve as primary front-desk contact: greet visitors, manage check-ins, answer phones, calendar scheduling, mail handling, and respond to member inquiries (in-person, phone, email, chat).
• Maintain coworking schedules: meeting room reservations, event calendars, and shared-space availability.
• Handle administrative tasks: mail/package distribution, supplies inventory and ordering, recordkeeping, and basic bookkeeping support (invoicing, expense tracking).
• Support light facilities and IT: coordinate with vendors/maintenance, troubleshoot common connectivity issues, and elevate technical problems.
• Assist with community programming and events: setup/breakdown, attendee registration, and on-site support.
• Enforce community policies and maintain a professional, welcoming environment.

Skills

Interpersonal communication

Organizational skills

Multitasking

Independent work

Physical stamina

Fast-paced environment

Tools

Google Workspace

Microsoft Office

OfficeRnD

Nexudus

Skedda

Job description

About Us:

At Intelligent Office, we operate a modern, tech-forward coworking space focused on productivity, community, and smart workspace solutions. We provide flexible offices, meeting rooms, event programming, and best-in-class member services. We’re seeking an organized, professional Intelligent Assistant/Administrative Associate to support daily operations and enhance member experience.

Role Summary:

The Administrative Associate is the front-line representative for members and visitors, responsible for day-to-day office operations, member support, and administrative tasks that keep the coworking space running smoothly. This role combines customer service, operations, and light facilities/technology coordination.

Key Responsibilities

• Serve as primary front-desk contact: greet visitors, manage check-ins, answer phones, calendar scheduling, mail handing, and respond to member inquiries (in-person, phone, email, chat).
• Maintain coworking schedules: meeting room reservations, event calendars, and shared-space availability.
• Handle administrative tasks: mail/package distribution, supplies inventory and ordering, recordkeeping, and basic bookkeeping support (invoicing, expense tracking).
• Support light facilities and IT: coordinate with vendors/maintenance, troubleshoot common connectivity issues, and elevate technical problems.
• Assist with community programming and events: setup/breakdown, attendee registration, and on-site support.
• Enforce community policies and maintain a professional, welcoming environment.
• Reports to: Operations Manager / Community Manager

Required Qualifications

• 2+ years of administrative, customer service, or hospitality experience; coworking or office operations experience preferred.
• Excellent interpersonal and communication skills; professional front-desk presence.
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Comfortable with common office technology: Google Workspace or Microsoft Office, booking systems (e.g., OfficeRnD, Nexudus, Skedda), basic networking troubleshooting.
• Reliable, proactive, and able to work independently with minimal supervision.
• Ability to lift/move light equipment (up to ~25 lbs) and stand for extended periods during events.

Preferred Qualifications

• Experience with community management, event coordination, or facilities management.
• Familiarity with CRM (Hubspot, Yardi), payment processing systems, and basic bookkeeping tools (QuickBooks, Stripe).
• Multilingual abilities a plus.
• Competitive hourly pay
• Dynamic, collaborative work environment with growth potential.

Intelligent Office is an equal opportunity employer.