Office & Community Executive

About Vidacity

Vidacity is a sustainability innovation hub and living lab that brings together businesses, innovators, communities and partners to explore and develop solutions for a more sustainable future. Through collaboration, experimentation and community engagement, Vidacity provides a platform for ideas to grow into practical solutions with real-world impact.

Located at one-north, Vidacity offers a collaborative environment for organisations, members and partners to connect, exchange ideas and host events.

About the Role

The Office & Community Executive supports the smooth day-to-day operations of Vidacity @ one-north. This role serves as the first point of contact for members and visitors, supports leasing and membership administration, and coordinates the people, spaces and equipment needed for events.

Key Responsibilities

1. Front-of-House and Office Operations

• Welcome members, visitors and clients, and manage day-to-day front-of-house enquiries.
• Keep shared spaces organised, presentable and ready for use.
• Work with Finance and Business Development on administrative matters, billing information and invoicing.
• Maintain leasing and tenancy records and support reporting requirements.
• Coordinate with Facilities Management to track maintenance schedules, report issues and follow up on repairs.

2. Membership Management

• Manage administrative tasks for membership onboarding, renewals and access.
• Respond to membership enquiries and help members navigate the space and its services.
• Keep membership records up to date and coordinate billing and invoicing matters with Finance and Business Development.
• Build a welcoming and responsive experience for the one-north community.

3. Event Operations

• Coordinate event logistics, including space readiness, room layouts and audiovisual setup.
• Liaise with clients and vendors to support the effective use of the venue.
• Host site recce visits and communicate space capabilities and operational requirements.
• Provide on-site operational support for events and ensure spaces are reset afterwards.

Requirements

• Relevant experience in office administration, facilities coordination, community management, events or a similar role.
• Good organisational and multitasking skills, with the ability to manage day-to-day operations and coordinate multiple activities.
• Strong communication and interpersonal skills, with a friendly and service-oriented approach.
• Able to work independently and coordinate effectively with internal teams, members, clients and vendors.
• Proficient in Microsoft Office and general administrative tools.
• Willingness to provide on-site support for events when required.

What We’re Looking For

We are looking for someone who is organised, proactive and people-oriented, with a strong sense of ownership in keeping the office and shared spaces running smoothly. The ideal candidate enjoys interacting with people, coordinating different stakeholders and creating a welcoming environment for the Vidacity community.