Site coordinator and administrator

@inc is a brand of the Mid Anglia Enterprise Agency (MENTA), Suffolk and Norfolk's leading enterprise agency. We're a coworking business space based in Southwold, alongside our sister site in the heart of Bury St Edmunds. Our sites bring together a growing community of entrepreneurs, freelancers and small businesses, supported by a team of business advisers, marketing colleagues and site coordinators working together across our locations.

As well as our coworking space, our Southwold site is home to a range of business units let to local businesses. We also have two additional MENTA sites in Bury St Edmunds and in Brandon, home to a wide range of tenants from private offices to fitness, beauty and tattoo studios.

MENTA is a not-for-profit organisation that has been providing business advice and support across Suffolk and Norfolk for over 40 years, helping local entrepreneurs turn ideas into thriving businesses.

About the Role

This is a friendly, hands-on front-of-house role at the heart of our Southwold site. You'll be the first face our members, tenants and visitors see, and you'll keep the day-to-day running of the site organised behind the scenes. Alongside our coworking space, you'll look after our business units from showing prospective tenants around to keeping existing tenants happy. It's a great fit if you enjoy talking to people, like being kept busy, and take pride in a well-run, welcoming space. You will also help assist with general MENTA administration of responding to enquiries, keeping on top of bookings and diaries.

Key Responsibilities – Site co-ordination

• Be the welcoming, friendly face for all our visitors and members.
• Be the main point of contact for our unit tenants with the aim of building great relationships with them all.
• Show prospective tenants and new members around and get them excited about joining us.
• Open up and close site each day, giving everything a once-over.
• Actively help promote the site and raise interest for new business opportunities.
• Keep an eye on stock so we never run out of the essentials.

Key Responsibilities – Administration

Site Administration -

• Respond to enquiries about available units, carry out viewings and help prospective tenants find the right space for their business.
• Handle and manage co-working or room hire enquiries that come through via email or phone and support bookings through our booking app
• Support the lettings process from start to finish from applications, agreements, move-ins and move-outs to keeping our units as full as possible.
• Keep tenant records, agreement and renewal dates, and key-holder details up to date.
• Work with our finance team on tenant invoicing and keeping on top of rent and utility payments.
• Handle day-to-day queries from tenants, including reporting and arranging repairs and maintenance, liaising with contractors and making sure units, shared areas and outside spaces are safe and well presented.
• Liaising with partners and stakeholders in regard to the site and future opportunities.

General MENTA Administration -

• Support others in the administration team with answering general enquiries about our other sites and support programmes and pass on anything more detailed to the right member of the team.
• Help manage and stay on top of our shared mailboxes and phone lines.
• Keep client interaction records up to date on our CRM system.

You’ll Fit Right In If...

• You're confident, friendly and genuinely enjoy chatting to people.
• You communicate well, whether it's a quick call or a written email.
• You're comfortable picking up new systems such as CRMs and booking apps.
• You're organised and able to juggle a few tasks at once.
• You can work independently and use your initiative.
• You're happy to get stuck in and involved especially in a faster paced work environment.
• You like being part of an easy going and supportive team.

Starting salary of £25,000 - £28,000 with room for financial progression.

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