Operations and Brand Engagement Coordinator

Millan Enterprises, LLC•Clarksville, TN

4d•$17 - $24•Hybrid

About The Position

THE PRESS is seeking a dynamic, highly organized, and customer-focused Operations and Brand Engagement Coordinator to support the daily operations of our coworking spaces while creating an exceptional experience for members and guests. This role is responsible for ensuring our facilities operate efficiently, fostering a thriving community, supporting business development efforts, and maintaining a consistent brand presence throughout our spaces and communications. The ideal candidate is proactive, adaptable, and thrives in a fast-paced environment where no two days are the same. This position balances facility operations, hospitality, member engagement, marketing, business development, and administrative responsibilities while serving as a key representative of THE PRESS and its mission.

Requirements

Outstanding verbal, written, and interpersonal communication skills.
Excellent organizational, project management, and time management abilities.
Strong customer service mindset with a passion for community building.
Ability to prioritize competing responsibilities in a fast-paced environment.
Proficiency with Microsoft Office or Google Workspace and Canva.
Proficiency in Adobe Creative Cloud and audio-visual technology is suggested.
Strong troubleshooting, problem-solving, and decision-making skills.
Ability to work independently while collaborating effectively with cross-functional teams.
Ability to work a flexible schedule, including occasional evenings and weekends to support events and operational needs.
This position requires frequent standing, walking, bending, reaching, climbing ladders, and repetitive movement throughout the workday.
The role regularly involves setting up meeting rooms, events, and coworking spaces, including lifting and moving furniture, equipment, and operational supplies.
Candidates should be able to safely lift up to 50 pounds independently and assist with moving heavier furniture and equipment as part of a team.

Nice To Haves

Bachelor's degree in Business, Hospitality, Marketing, Communications, or a related field (preferred but not required).
Experience in coworking, hospitality, customer service, operations, facilities management, or a related field is preferred
Experience coordinating multiple projects while managing daily operational responsibilities.
Experience using OfficeRnD, Kisi, or similar coworking management and access control software is preferred.

Responsibilities

Ensure the coworking space is clean, organized, safe, and fully operational while maintaining company standards.
Perform daily opening and closing procedures, including security checks and facility readiness assessments.
Manage daily coffee bar operations, including stocking, cleaning, and routine maintenance.
Coordinate meeting room, conference room, and event space setup and teardown, ensuring all furniture, technology, and amenities are prepared and functioning properly at THE PRESS and other Millan meeting spaces.
Oversee audio-visual equipment throughout THE PRESS, including meeting rooms, The Jude Room, The Mailroom, and other Millan meeting spaces, maintaining inventory and troubleshooting issues as needed.
Coordinate maintenance requests, vendor services, repairs, and facility improvement projects.
Review, maintain, and renew operational subscriptions, vendor contracts, and facility service agreements.
Maintain inventory and order office supplies, refreshments, coffee bar supplies, and operational materials.
Coordinate office and suite turnovers between members, ensuring spaces are prepared for occupancy.
Perform routine facility inspections and proactively address operational needs.
Perform basic facility maintenance tasks when appropriate.
Respond to operational issues and occasional after-hours facility emergencies.
Provide regular project updates to leadership and coordinate projects between maintenance teams, contractors, and project managers.
Anticipate member and guest needs while maintaining a welcoming and professional environment.
Provide operational and event support to The Block and other Millan family of companies as needed, including special projects, events, space preparation, administrative support, and other shared operational needs.
Collaborate with team members across Millan companies to support organizational priorities while maintaining primary responsibility for THE PRESS operations.
Serve as the primary point of contact for members, guests, vendors, and visitors, delivering exceptional customer service and hospitality.
Conduct member onboarding and offboarding, including tours, membership orientation, access credentials, workspace setup, and transitions.
Build meaningful relationships with members by understanding their businesses, facilitating introductions, and encouraging collaboration.
Foster an engaging community by gathering member feedback, addressing concerns, and resolving issues professionally.
Promote community events and ensure all operational requirements are completed successfully.
Maintain accurate records of member interactions and communications.
Manage OfficeRnD or other similar operational software platforms supporting daily coworking operations.
Prepare, send, and renew membership agreements and contracts.
Monitor membership renewals, vacancies, occupancy levels, and office availability.
Monitor member billing, failed payments, and account status.
Send payment reminders and process membership suspensions or cancellations when necessary.
Bill members for conference room usage, virtual office services, mail services, and additional amenities.
Maintain accurate membership records, reporting, and documentation within OfficeRnD.
Manage virtual mail services, including receiving, scanning, forwarding, opening, shredding, and documenting mail according to member requests and company procedures.
Notify members of package deliveries and maintain organized package management procedures.
Manage access credentials and administer access control systems, including Kisi and other security platforms.
Conduct tours for prospective members, showcasing memberships, amenities, and workspace offerings.
Follow up with prospective members and maintain strong occupancy through relationship building and sales support.
Collaborate with the marketing team to develop strategies that increase membership growth and retention.
Develop newsletters, member communications, marketing campaigns, and social media content promoting THE PRESS.
Create branded marketing materials, graphics, photography, and promotional content using Canva, Adobe Creative Suite, or similar platforms.
Support revenue-generating initiatives and identify opportunities to improve occupancy, member engagement, and retention.
Assist in developing sales strategies and community partnerships that strengthen THE PRESS brand.
Answer phone calls, emails, and member inquiries promptly with professionalism and outstanding hospitality.
Manage public and member booking calendars to maximize space utilization.
Standardize operational procedures and continuously improve workflows and internal processes.
Prepare operational reports, leadership updates, and project status summaries.
Analyze membership, occupancy, and operational data to support leadership decision-making and strategic planning.
Coordinate cross-functional projects between operations, maintenance, contractors, and leadership.
Develop and implement member engagement initiatives and community programs.
Balance strategic projects alongside daily operational responsibilities while adapting to changing priorities.
Build and maintain strong professional relationships with members, vendors, community partners, and local businesses.
Represent THE PRESS with professionalism and exceptional customer service.
Pursue ongoing professional development through training, webinars, workshops, and industry events.
Champion THE PRESS brand by ensuring a professional, welcoming, and consistent member experience across all locations.
Manage digital signage and ensure content remains current, engaging, and aligned with brand standards.
Create engaging communications, presentations, graphics, and promotional materials for members and internal teams.
Represent THE PRESS at networking opportunities and community events.
Engage with members through community platforms, newsletters, and digital channels to encourage participation and collaboration.