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Workspace Manager, Made in NY Media Center by IFP – Job Posting

The Made in NY Media Center’s Workspace Manager oversees all aspects of the physical operations of the MC including facilities, operations, premises, office management, events, rentals and hospitality. The Workspace Manager reports directly to the Managing Director of the Media Center.

Role Summary/Purpose:

The primary focus of the Workspace Manager is to ensure the smooth operations of the Media Center striving for a benchmarked process, creating an unrivaled, proactive, consistent environment. In this regard, the position works with and supports all functional areas including the Community Engagement, Marketing, Education, Finance and Programs departments. There is frequent contact with Media Center members, prospects, stakeholders, sponsors and the general public.

An additional area of responsibility for the Workspace Manager includes the process of planning and executing events as well as rentals of the Media Center’s theater, three classrooms, café/flex space, media arts gallery, community space and anchor tenant facilities. Workspace Manager must commit to onsite management of rentals and events as necessary, and serve as the primary point of contact.

The Workspace Manager is responsible for office management, which includes scheduling operational coverage of Coordinator staff members, onboarding and off-boarding of employees, consultants, contractors, seasonal help, and volunteers; rental documentation/contracts, and hospitality. The position also coordinates any matters related to IT and A/V.

Occasionally, the Workspace Manager will attend networking and social events and speak at public engagements as an emissary of Made in NY Media Center, by IFP.

Essential Responsibilities:

• Manage the Operations of the Media Center by ensuring that the space/facilities and infrastructure are functional, presentable, organized and future-proof
• Design, implement and support policies, processes, procedures and all measures that exemplify an environment of uncompromising customer experience that aligns with the overall experiential marketing initiatives of the Media Center
i. Coordinate maintenance and repairs of facilities
ii. Maintain relationships with most cost-effective service providers and vendors
• Serve as hospitality concierge for events at the MC including all functional areas of support thereof
• Serve as main point of contact for Media Center events & rentals and manage planning and production of all events, hospitality and rentals
• Work closely with and maintain excellent working relationship with the onsite café (currently owned and operated by Cuper Café) for all catering and café space matters
• Manage/oversee Volunteer and Intern Programs
• Work with finance department on invoice administration (generating invoices and follow-up), approvals of vendors and general spend, petty cash etc.
• Submit monthly reports summarizing revenue generated and analysis to determine quantifiable results from each event and category, i.e. rentals and program events
• Submit event recaps to staff
• Recommend and implement any measures to adjust and improve processes and procedures as appropriate
• Educate and prep appropriate event-related staff by organizing and leading weekly Events & Operations meeting
• Coordinate and Manage master calendar bookings and scheduling
• Work with IFP staff for any events they may program at the MC
• Plan and facilitate coordinator meetings to address and resolve procedural and one-off facility, infrastructure, logistics and all operations-related issues
• Design and implement processes as appropriate to ensure proactive approach and future-proofing
• Devise, implement and oversee coordinator responsibilities for operational functions such as office coverage, procedures, processes and all matters related to customer experience and facilities
• Manage petty cash and expense reports
• Liaise with Creative Operations Coordinator to provide AV and tech support for members and staff on an ongoing basis and for special needs associated with programs and events
• Draft rental agreements and negotiate pricing as appropriate for members and all rental clients
• Execute detailed “run of shows” (ROS) with rental clients, Media Center staff and volunteers
• Facilitate administration of all on-boarding and off-boarding of staff, consultants, volunteers, etc.

Qualifications:

• Extremely organized, efficient, detail-oriented, and successful at meeting deadlines
• Excellent communication skills, including writing, proofreading, and speaking
• Ability to manage multiple projects and work assignments
• Excellent interpersonal skills both in person and by phone, with high professionalism
• Ability to accomplish projects with little supervision
• Fantastic customer service ethic and high expectations for quality
• Prior supervisory experience
• Bachelor’s degree is desired
• Proficient in Microsoft Office suite, and with both Mac & PC platforms
• Savvy and experienced in Information Technology and Audio/Visual

To apply, please send resumes and cover letters to jobs@ifp.org. Must also submit salary history to be considered for the position.