Community and Office Coordinator

Job Responsibility: Overview: Term: 2 years Velocity is a fast-paced, dynamic organization that trains startup founders to go further, faster. Founded by the University of Waterloo, Velocity works with students, alumni and startup founders, meeting them at any stage of their entrepreneurial journey and helping them achieve their next milestone. The community and Office coordinator is responsible for ensuring smooth functioning of the workspace, supporting resident startups, and maintaining a positive and productive entrepreneurial learning environment for all stakeholders. This position is essential in fostering a positive community spirit and ensuring operational efficiency within the organization. By managing administrative tasks and facilitating a collaborative and supportive environment for founders, the community and Office coordinator contributes directly to the organization's overall productivity and community satisfaction. The incumbent must be strong professional communicator acting as an engaging gate keeper. This role is in-person, at the Velocity's headquarters in the Innovation Arena and accountable for effective administration and operation of Velocity's community spaces, including reception. Responsibilities: Administrative Execution

• Onboarding: Coordinate the onboarding and offboarding process for Velocity with tasks including, but not limited to, key requests, desk requests, and company setup, and introduce them to office rules and procedures
• Access Control: Ensure appropriate authorization in issuing and ordering keys and fobs for individuals
• Space Allocation: Anticipate future needs and initiate action around space modifications to fulfill community-changing work needs. Allocate desk and office areas for Velocity clients and ensure the best use of space to foster a collaborative workplace
• Office Upkeep: Ensures efficient management of office supplies and equipment. Maintain the office and community spaces' overall cleanliness, functionality, and aesthetic appeal. Liaise with and coordinate with outside vendors and campus partners for services such as cleaning, maintenance, and office supplies procurement
• Documentation: Establishes and sustains the development of procedures, documentation, and implementation of administrative and operational procedures related to role
• Shipping & Receiving: Managing and sorting incoming mail and packages and notifying companies when temperature sensitive packages arrive
• Team support: Assist with initiatives and projects of the Associate Director, Productization and Spaces, to ensure the vision is implemented and executed smoothly
• Business Data Support: Maintain Velocity databases to ensure that pertinent data is always captured and monitor databases for completeness. Maintains confidential records

Community Engagement & Customer Support

• Acts as the initial point of contact for Velocity, engaging visitors and clients with a professional and energetic rapport reflecting the Velocity brand
• Responsible for delivering an energetic and professional service experience with, for example, VIP visitors to Velocity including C-suite industry leaders, government officials and members of University of Waterloo leadership
• Provide customized and knowledgeable tours to different audiences
• Anticipates and troubleshoots challenges for new members, visitors, and delegations
• Manages inquiries and requests promptly and professionally both online and in person
• Coordinates conference/event room bookings and room configuration for various groups of community members, including technical support and maintenance
• Assures that reception function at the Innovation Arena is effectively executed

Qualifications:

• Post-secondary university or college education, business administration preferred, or equivalent education and related experience required
• 2+ years prior full-time experience in office management, community relations or relevant administrative role, preferably in a startup environment
• Experience in customer service or hospitality is necessary
• Proficiency in MS Office, Slack, Airtable is an asset
• Experience within startup, technology, or innovation organizations is an asset
• Familiarity with office management procedures and community engagement principles
• Ability to manage frequent task switching
• Ability to work primarily independently and collaboratively within a team environment
• Ability to communicate effectively with diverse groups; demonstrated problem-solving abilities
• Detail orientated with excellent organizational and time management skills with the ability to multitask and prioritize work effectively
• Strong communication and interpersonal skills, with a friendly and approachable demeanor
• Adaptability and learning mindset

Equity Statement: The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations. The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+. Positions are open to qualified candidates who are legally entitled to work in Canada. The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at View email address on ca.edajobs.com or View phone number on ca.edajobs.com.