Worklab Manager / Office Manager / Showroom Manager

Description

PRIMARY FUNCTION

The Worklab Manager owns the day-to-day operation and experience of the Phoenix Worklab, ensuring the space is organized, welcoming, fully functioning and client-ready at all times. This role serves as the central point of coordination for Worklab activity, including client tours, meetings, events, hospitality, facilities, vendors, supplies and internal communication. The Worklab Manager is expected to anticipate needs, follow through to resolution and maintain a consistently high standard for both the client and team member experience.

The ideal candidate is highly organized, proactive and hospitality-minded, with the ability to manage multiple priorities and work independently with minimal supervision. This person notices what needs attention, communicates early and clearly, and is willing to step in hands-on when needed to keep the Worklab running smoothly.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Own the daily operation, appearance and readiness of the Worklab. Conduct regular walkthroughs and ensure the space is clean, organized, stocked, functioning and prepared for employees, clients and scheduled tours. Coordinate cleaning resources and step in to reset or tidy spaces as needed.
2. Maintain the master Worklab calendar and proactively communicate upcoming client tours, meetings, events, vendor visits, maintenance work and other activities impacting the space to the appropriate team members.
3. Provide a high level of hospitality to clients, guests and team members, including greeting visitors, assisting walk-in clients, preparing meeting spaces and supporting or providing Worklab tours.
4. Manage food, beverage and hospitality supplies for the Worklab, including coffee, drinks, snacks and other items. Maintain appropriate inventory and ensure hospitality areas remain stocked, organized and presentation-ready.
5. Coordinate meal and catering orders for sales meetings, leadership meetings, client meetings and Worklab events, including ordering, delivery coordination, setup and reset of the space following the meeting or event.
6. Manage routine office needs including mail, shipping, supplies, equipment and Worklab purchases.
7. Manage relationships with the landlord, building management, cleaning resources, vendors and service providers. Coordinate repairs, maintenance and other facilities needs through resolution.
8. Coordinate with IT, Design and other resources regarding office equipment, technology, security/access, furniture and space concerns.
9. Maintain the Worklab and hospitality budget, monitor expenses and invoices, and complete expense or credit card reconciliation as applicable.
10. Create and maintain Worklab operating procedures, standards and checklists for front desk operations, hospitality, daily showroom readiness, event/tour preparation and relief coverage.
11. Assist Sales and Marketing with client events and actively participate in the planning and execution of company events. Expanded event-planning responsibility may be assigned based on experience, interest and business need.
12. Develop strong knowledge of the Worklab, its products and key stories in order to confidently provide tours and support client, team member and industry partner visits.
13. Partner with the team, landlord and local resources to maintain a safe, secure and professional working environment and participate in applicable safety initiatives.
14. Provide general administrative support to local leadership and the sales team as business needs require, including meeting coordination, visiting executive support and other office-related needs.
15. Partner with HR and local leaders to support new-hire onboarding and Worklab access/setup as needed.
16. Identify opportunities to improve Worklab operations, hospitality, communication and overall client and team member experience. Support special projects and share updates with leadership as appropriate.
17. While this job description accurately represents the current primary duties of the role, functions may be adapted as necessary to meet business needs.

CORE STRENGTHS/ATTRIBUTES

• Manages Execution - highly detailed, accurate and organized. Anticipates needs, manages resources and time effectively, and follows work through to completion.
• Problem Solver - uses sound judgment, seeks appropriate information and takes ownership of resolving issues rather than waiting for direction.
• Resilient and Adaptable - flexible and comfortable working in a fast-paced environment where priorities and Worklab needs may change throughout the day.
• Communicates Effectively - communicates clearly and proactively with internal and external partners and maintains a hospitality-minded, professional approach with clients and guests.

REPORTING/WORKING RELATIONSHIPS

• INTERNAL: Works with Atmosphere Sales, Design, PM, Operations, Marketing, HR and local leadership teams.
• EXTERNAL: Works with clients, vendors, service providers, building management and strategic partners.
• REPORTS TO: Director of Sales

Requirements

MINIMUM REQUIREMENTS

• Proven office management, workplace experience, administrative or client-facing support experience
• Knowledge of office management responsibilities, systems and procedures
• Proficiency in Microsoft Office applications
• Associate’s degree or equivalent work experience
• 2+ years of relevant work experience
• Strong organizational, communication and hospitality/client service skills

DESIRED REQUIREMENTS

• Bachelor’s Degree and/or Equivalent Job Experience
• 3+ years of office management, workplace experience, administrative or client-facing support experience
• Experience supporting client events, workplace hospitality and occasional early morning or evening events

Atmosphere Commercial Interiors provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. In addition to federal law requirements, Atmosphere Commercial Interiors complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.