Front Office and Admin Coordinator

icon building Company : Astrolabs
icon briefcase Job Type : Full Time

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Job Description - Front Office and Admin Coordinator

At AstroLabs, we specialize in facilitating high-growth companies' entry into the Saudi and UAE markets. Offering comprehensive growth services including business setup, co-working spaces, and recruitment, we collaborate with government and leading private sector partners to bolster key regional sectors. As market leaders, having expanded 850+ companies to the UAE and 600+ to KSA, we're driving industry digitization - and we want you to be part of this journey!

Our vibrant Riyadh office serves as the heart of our organization, hosting half of our workforce. Joining our People team means becoming part of a global community, enriching our culture with diverse perspectives and experiences.

Our culture is ambitious , collaborative , outcome-oriented and driven by curiosity .

Who You Are

As a Front Office and Admin Coordinator you will serve as the first point of contact for AstroLabs members and visitors from the main reception. Your responsibilities will span from being responsible for courteous and informative customer service provision and resolution of members’ issues, identifying potential leads from calls, walk-ins and referrals and connecting them to the sales team and appropriate business units, ensuring the space is always fully operational and presented at a high standard, and coordinating with partners, service providers, members and AstroLabs team members, through providing administrative and operational support.

We are looking for a “people person” with exceptional communication, customer service and organizational skills, as well as with the ability to build strong relationships with our members and community. Our motto is “Make it Happen,” and we bring together people who live and breathe that mindset.

Front Office and Admin Coordinator


  • Manage the effective operation of the front of house, including daily space operations

  • Run the front desk, ensuring all members, prospective members and guests of members are greeted warmly and professionally

  • Assist members and visitors with inquiries (phone calls, emails, online chat and walk-ins), deliveries, appointments and requests

  • Provide members with all the necessary tools for a smooth member experience

  • Respond and follow-up on inquiries about AstroLabs, making the appropriate escalations and connections within AstroLabs teams

  • Capture leads from calls, chat and walk-ins and record them appropriately


  • Handle supply purchases and deliveries for AstroLabs including all consumables (pantry supplies, office supplies, etc.)

  • Coordinate with service providers like cleaning, internet, security, maintenance, etc. as needed to ensure everything is in working order

  • Conduct routine checks to ensure resources are all operational (printers, shared spaces, private meeting rooms, etc.) and space is always clean

  • Maintain concern log to identify and resolve issues

  • Provide technology support such as printer setup, meeting room bookings, and account creation

  • Receive, distribute and manage mail / courier shipments

  • Handle tracking and maintenance of all physical assets (electronics and other resources)

  • Schedule Training Room bookings for meetups and events

  • Handles the schedule of team members and ensures the space is properly manned and serviced at all times

  • Manage cleaning staff


  • Support requests of AstroLabs members timely and route the out-of-scope ones to relevant team members

  • Support Community Manager in managing logistics surrounding community events and other functions in the space including room set-up, AV requirements, food/refreshments

What We Offer

  • A chance to learn in a rapidly growing environment and contribute to Saudi Vision 2030.

  • Exposure to diverse teams, both locally and internationally and work on exciting futuristic programs.

  • A dynamic work environment where innovation and proactive actions are at the forefront.

  • The opportunity to work closely with impact-driving colleagues who inspire you to be the best version of yourself every day.

  • Opportunity to grow, develop, and learn through collaboration and leadership opportunities.

Your K ey Qualifications:

  • Clear and structured communication with fluency in Arabic and English (written and spoken)

  • A natural people person

  • You enjoy finding ways to do something better and faster.

  • You are methodological and organized. You will need to prioritize what activities have the most impact and optimize and minimize activities that do not. You will only achieve this if you are highly organized and can prioritize.

  • You have strong attention to detail

  • Exceptional organizational skills with a knack for multitasking

  • Extroversion, drive and enthusiasm with a serious ‘make it happen’ attitude

  • Being a brand ambassador for AstroLabs and representing the business with a professional and positive attitude at all times

  • Proficient with Microsoft Office suite (especially Excel, Word, PowerPoint) and Google Apps (Drive, Sheets, Docs, Forms)

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