Workspace & Operations Coordinator

1 month ago

London, United Kingdom Meanwhile Space Full time

**Job Title**: Workspace and Operations Coordinator

**Location**: Rotherhithe/Remote-working hybrid

**Salary**: £26,000 p.a.

**Main Purpose of job**: An experienced, organised and detail led person, this is a key role in both the Workspace and Operations team covering key areas of operations; business rates, CRM, and legal issues. Supporting the Workspace and Senior Management Teams in the organisation’s on-going operations and procedures, ensuring they are fit for purpose to secure the functionality of business.

**Skills/attributes: ** A self-motivated, driven individual who thrives in a busy environment, used to working on own initiative and as part of a small team. Good knowledge of financial, legal issues and confident in leading reviews. Excellent at the finer detail. Great problem-solving skills. Experience of managing a CRM system (Salesforce), and leases preferred. A working knowledge of the business rates system preferred.

**Main Tasks of the Job**

Manage the regular legal agreements for the company, providing checking of all leases, and licences, leading on issuing to tenants (with support from colleagues in the Workspace Team at busy times), ensure all are filed both manually and electronically to enable quick access, and perform annual reviewing of the standard meanwhile lease and license templates. Regularly updating the Finance Team to ensure tenants are invoiced correctly.

Manage the relationship with external lawyers, instructing on head lease production, lease reviews and making judgements on advice.

Provide support to the Executive directors in all new lease arrangements, liaising with external legal support, Landlords and Local authorities, where required.

Advise the Senior Management Team on all matters relating to property performance, preparing reports and papers as required to support the smooth running of the business.

Make and recommend changes to business practice and individual project requirements monitoring head lease terms, conditions and commitments, and ensure that these are met.

On-going management of the bespoke CRM (Salesforce) system, with support from Workspace Manager. Ensuring tenancy information is updated, and monthly back-ups are actioned.

Maintain a working knowledge of the Business Rates system and keep up with changes.

Be the main point of contact for all Business Rates related matters including liaison with new tenants, local authorities and internal finance staff, as well as the Valuation Office Agency or any other Government organisation at project set up and when sites are reconfigured

Ensure rate demands and any communication, is recorded correctly, compile and maintain all demands and ensure all are filed both manually and electronically to enable quick access.

Ensure compliance with data protection and any other areas of legislation required by the company.

Setting up, maintaining and reporting on service charge accounts

Assisting in dealing with insurance matters, such as claims & document reviews.

Supporting overall business finances with checking some invoices, preparing project and general reports as required.

**The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation, in line with the vision, mission and values of Meanwhile Space.**

**What you’ll get from Meanwhile Space...**
- A very positive and cultivating working culture
- Care & investment in your career at Meanwhile Space and how you progress
- Specific project management role mentoring
- Autonomy over your work, and independence
- The chance to make a real impact on the society you live in and bring huge benefits to wider
- communities
- Hot desking at any of our project spaces
- 22 days holidays per year + bank holidays
- Tons of initiative
- Natural team playing approach to work, happy to help
- Employee Assistance Program
- Monthly team-building lunches
- Well-being program built to support you in the workplace

Meanwhile Space is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or sexual orientation.

**Who we are**

Meanwhile Space CIC is the pioneering social enterprise at the forefront of Meanwhile uses, creating vibrant communities by bringing temporarily redundant space into productive use.

Meanwhile Space unlocks underused space for the benefit of community cohesion, place-making and enterprise. This is typified by finding wasted space, transforming unloved visible, interesting, dilapidated, difficult buildings, into something useful.

People starting out struggle to find space to start and grow their creative or social enterprise. Meanwhile Space brings vacant assets into use for affordable and easy access space for startup e

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