Office Coordinator

Are you looking to work part-time 10+ hours/week? The Office Coordinator at HAYVN may be the perfect fit.

WHAT YOU’LL DO

• Welcome every guest and member. You’re the grounding point people look for the moment they walk in. Some days that’s showing a new guest to their meeting room or giving a tour to someone considering membership; other days it’s giving a member their mail or helping answer questions on the phone.
• Keep the space running. You’ll help HAYVN run smoothly and keep the space itself feeling cared for. Reporting to the Operations Manager includes managing office groceries, supplies inventory, processing mail, and keeping our plants and flowers looking beautiful. You’ll also be the first point of contact for facilities issues, coordinating with our vendors and building management to get things resolved quickly. You’ll run a regular walkthrough of the space to catch the small stuff (low supplies, a room that’s not quite reset, a tech glitch) before it becomes a bigger problem, and support opening and closing procedures each day.
• Manage our core space technology. You’re accountable for keeping HAYVN’s key systems running day-to-day and troubleshooting basic issues: door access control system, screen mirroring and displays for meetings and events, keeping internet & printers connected and working for members.
• Support our events. This includes getting the tech dialed in (video conferencing camera, software, and screen sharing), moving furniture depending on the layout needed, and assisting with food deliveries. You’ll also prep name tags and attendee lists ahead of time, and set the stage for the team to follow up on leads generated at the event.
• Know HAYVN inside and out. You ask the right questions and point guests  to the option that is best for them. That means knowing our membership tiers, meeting room options, events programming, and member benefits well enough to make the best recommendation. It also means knowing how the space actually runs well enough to troubleshoot on the spot: a booking mix-up, a tech hiccup, a “how does this work” question.

WHAT WE’RE LOOKING FOR

Must-have:

• 1+ years of customer- or client-facing experience in hospitality, retail, or a similar service-driven role
• Comfortable learning and troubleshooting new software and hardware quickly (Google Suite, CRM, Canva, TVs, Apple hardware, printers, access control systems)
• Bachelor’s degree preferred, not required
• Lifting up to 25 lbs may be required regularly
• Reliable availability including weekdays plus one weekend day per month

What makes someone thrive in this role:

• You take full ownership of the space’s day-to-day needs (groceries, supplies, and inventory).
• You hold the space to an A+ standard and catch small issues before they become bigger ones.
• You’re warm and easy to be around with members and prospects, showcasing unreasonable hospitality.
• You use the resources already available to you (SOPs and prior training) to work through problems independently.
• You have a sharp eye for detail and take real ownership of your work.

DETAILS

• Job type: Part-time employee (W-2), non-exempt
• Location: Darien or Greenwich, CT – flexible between both
• Schedule: 10-15 hours per week, standard weekdays plus one weekend day available per month
• Compensation: $20/hour
• To apply: Please email your resume plus a paragraph or two on why you are the perfect match to jobs@HAYVN.com