Office Coordinator (contract)

Mindgrub•Baltimore, MD

11h•Onsite

About The Position

Mindhub is the coworking space within Mindgrub Technologies built around community, flexibility, and a high-quality member experience. We’re looking for an Office Coordinator who will serve as the welcoming face of our space and help ensure everything runs smoothly day-to-day. This role is ideal for someone who enjoys working with people, takes pride in staying organized, and naturally anticipates what needs to be done before being asked.

Requirements

Highly organized and detail-oriented
Friendly, outgoing, and naturally welcoming with a strong hospitality mindset
Comfortable balancing multiple responsibilities in a fast-paced environment
Strong communicator with a polished and professional presence
Tech-savvy and comfortable learning new tools and systems quickly
Dependable, positive, and committed to creating a great experience for others
Able to lift and move items up to 20 lbs (such as office supplies, packages, and event materials) as needed

Responsibilities

Serve as the first point of contact, welcome members, guests, and prospective tenants with a friendly, professional presence
Answer phones, manage inbound emails, and route inquiries appropriately
Maintain a clean, organized, and welcoming front desk and common areas
Act as the primary day-to-day contact for tenants, ensuring a positive experience
Respond to coworking and conference room inquiries via email, phone, and walk-ins
Schedule and coordinate tours for prospective members, primarily with the Managing Director
Conduct tours when needed and confidently communicate offerings and pricing
Capture and organize prospect information and maintain accurate tracking
Gather all necessary details for new member agreements and coordinate with Managing Director to move prospects forward
Support onboarding by preparing for new tenant arrivals, including scheduling, communication, and setup
Keep the kitchen, café, and shared spaces fully stocked, clean, and organized throughout the day
Monitor conference rooms, schedule, reset, and maintain presentation-ready spaces
Handle incoming mail and packages and distribute to members
Submit and track maintenance requests and coordinate with property management as needed
Maintain office supplies, storage areas, and overall organization of the space
Help coordinate in-office events, meetings, and tenant experiences (set-up, breakdown, and logistics)
Contribute ideas to enhance the community experience and create a positive, engaging environment
Assist with communications to members (announcements, updates, etc.)
Use tools like Google Workspace Tools (Gmail, Sheets, Docs, Drive, etc.), Slack, and internal systems to stay organized and responsive
Assist with scheduling, small projects, and general administrative needs
Take initiative to identify gaps, anticipate needs, and keep operations running smoothly
Support and execute outreach campaigns to attract new members (email, social, local partnerships, and community engagement)
Identify and research potential member leads, including local businesses, startups, and entrepreneurs
Assist in developing and maintaining relationships with local organizations, partners, and referral networks
Track campaign performance and maintain organized records of outreach efforts and leads
Collaborate with the Managing Director to test new strategies for increasing occupancy and engagement
Represent Mindhub at local networking events or community opportunities when applicable
Take on new tasks as business needs evolve
Collaborate with Mindhub and its sister company on occasional marketing initiatives