Job Purpose
The Hub Operations and Customer Care Officer will ensure the efficient day-to-day management of the CEP Entertainment Hub by providing comprehensive administrative support, managing logistics, supervising facility staff, and addressing the needs of hub users. This role is pivotal in maintaining a well-organized, welcoming, and functional space, ensuring seamless operations, and offering front-line support to users and stakeholders.
Duties and Responsibilities
Administrative Support
Manage day-to-day admin tasks: scheduling meetings, preparing agendas, and taking minutes.
Maintain organised documentation: filing, data entry, and tracking logs for hub activities.
Coordinate travel arrangements and logistics for the project team and visitors.
Handle procurement tasks related to office and facility needs.
Logistics and Hub Operations
Oversee entry and exit processes, ensuring people and equipment’s secure and orderly flow.
Supervise cleaning and security staff to ensure the hub remains clean, organised, and safe.
Manage procurement of hub supplies and equipment, ensuring all necessary materials are available.
Monitor the condition of hub spaces and equipment, arranging maintenance and repairs as needed.
Event and Facility Coordination
Support planning and coordination of hub events, workshops, and meetings.
Manage event logistics, including room bookings, catering, equipment setup, and breakdown.
Serve as the primary liaison between external vendors and service providers for event-related services.
Ensure that the space is prepared for events and restored afterwards.
Customer Care and Stakeholder Engagement
Serve as the hub’s first point of contact, addressing inquiries and supporting hub users with admin-related needs.
Ensure hub users can access necessary resources and respond promptly to requests.
Maintain and update contact lists, communication logs, and entry/exit data for internal and external stakeholders.
Engage with hub members to ensure high customer service and support standards.
Office and Space Management
Oversee the inventory of office supplies, equipment, and materials, placing orders when needed.
Ensure that common areas are well-maintained and foster a productive environment.
Assist in maintaining the security and confidentiality of hub operations, ensuring protocols are followed.
Project Team Support
Provide support to the Project Manager and other team members as needed.
Assist in the preparation of reports, presentations, and other project documentation.
Participate in ad hoc tasks that contribute to the efficient functioning of the hub.
Qualifications
Minimum of 1 years of administrative experience, preferably in a creative or media environment.
Strong organisational skills and attention to detail.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to manage multiple tasks and prioritise effectively.
Strong interpersonal skills and a proactive approach to problem-solving.
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