Careers at HAYVN

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

Do you love being at HAYVN and want to be a greater part of the HAYVN community by helping with specific HAYVN services, as needed? HAYVN is a flexible coworking space where enterprising professionals can connect, create, and grow around business in Fairfield County.

WHAT YOU’LL DO

• Greet every guest and member with genuine hospitality. Whether you’re welcoming someone to an event, showing a guest to their meeting room, setting up a vendor table, or engaging with a member, you bring the highest level of hospitality to every interaction.
• Set up and break down for events. From arranging furniture, prepping name tags and attendee lists, to setting out food and drinks you’ll get the space fully ready for the event. After our events, you’ll be part responsible for cleaning up and the space so it’s ready for the next event, meeting, or coworking day.
• Keep events running smoothly behind the scenes. You’ll assist members, program presenters, and attendees with technology, set up the audio & visual needs, capture and share content of the event, and record tasks into HAYVN’s project management software so the team always has an accurate picture of what’s happening.
• Turn interest into membership. You’ll get to know each attendee, offer tours to anyone exploring HAYVN, and work to close the sale. After the event, you’ll report back with clear follow-up recommendations so the team can pick up right where you left off.
• Take care of event VIPs. You’ll get event sponsor and vendor setups squared away ahead of time, and make sure the guest presenter or speaker feels welcomed the HAYVN way from the moment they arrive.
• Know HAYVN inside and out. You ask the right questions and point guests to the best option for them. That means knowing our membership tiers, meeting room options, events programming, and member benefits well enough to make  recommendations. 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).
• Lifting up to 25 lbs may be required regularly.
• Must be able to reliably and consistently arrive on time for scheduled shifts.

What makes someone thrive in this role:

• You take the extra step to make all guests & members feel welcome, seen, & heard at HAYVN.
• You document feedback, schedule appropriate follow-ups, and catch small issues before they become bigger ones.
• You’re creative and quick on your feet. You can troubleshoot in the moment, knowing others are counting on you.
• You’re warm and always 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 and Greenwich, CT – flexible between both
• Schedule:
  • Minimum Availability — 10 hours/month*
  • Flexible, based on event/rental needs.
    *Availability requires one weekend day/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.

The Senior Host at HAYVN may be the perfect fit if you love being at HAYVN and want to be a greater part of the HAYVN community by helping with specific HAYVN services, as needed. Are you looking to work part-time?

WHAT YOU’LL DO

• Welcome every guest and member. You’re the first person to greet  people 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 community engaged. You’ll help HAYVN’s community grow by focusing on member retention. Always there to celebrate the wins, while also supporting members when times are tough. You will be accountable for monthly milestone calls, birthday & holiday cards, and acting on opportunities for random acts of kindness. 
• Manage our member systems & technology. You’re accountable for keeping HAYVN’s key systems running for members to have the best user experience. Includes updating posts on the Members Portal, sharing Member Codes for events, and supporting teaching & troubleshooting member apps such as Slack, Ezeep, and Brivo.
• 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).
• Lifting up to 25 lbs may be required regularly.
• Must be able to reliably and consistently arrive on time for scheduled shifts.

What makes someone thrive in this role:

• You take the extra step to make all guests & members feel welcome, seen, & heard at HAYVN.
• You document feedback, schedule appropriate follow-ups, and catch small issues before they become bigger ones.
• You spot opportunities to win back members & make introductions to foster strong relationships in the community.
• 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 and Greenwich, CT – flexible between both – will need transportation
• Schedule:
  • Standard Recurring Schedule – 5 hours 1x/ week
  • Additional Availability Required – 5-10 hours availability / week*
    *Flexible, based on event/rental needs. Availability requires one weekend day/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.

Are you organized, detail-oriented, tech savvy, a multi-tasker, enjoy networking and thrive in a client/customer facing role? This Event Coordinator role at HAYVN is for you!

HAYVN is a flexible co-working space where enterprising professionals can connect, create and grow around business in Fairfield County.  

The Event Coordinator’s Role Is To:

• Plan, coordinate, promote, and manage the day-to-day activities of HAYVN’s workshops and events
• Help sell space for new events and workshops to generate revenue
• Meet with clients to discuss the event and what they’re looking for and book events in event calendar
• Provide recommendations such as catering options, entertainment, and setup design
• Communicate ongoing with clients to keep them up to date on any changes
• Be the main contact point for event speakers, event sponsors and guests
• Adjust event accordingly based on guest concerns and feedback to problem-solve issues that may arise including finding the person/resource who knows the answer for them
• Coordinate day-of details of events, and host/attend
• Coordinate event set ups and breakdowns including moving furnishings such as wheeled tables and chairs, plants, artwork, when necessary for programming and event set up and break down.
• Oversee, train and schedule staff to assist with events
• Troubleshoot tech issues and questions
• Greet and check in guests to events
• Network to help create future sales opportunities at the event
• Ability to coordinate multiple events at once, as needed
• Develop or pursue public events that raise awareness and elevate the reputation of HAYVN in Fairfield County.
• Assist to develop and coordinate member programs that facilitate networking, inspiration and education at HAYVN

Skills and Experience Required:

• Four-year College degree or demonstrable equivalent work experience
• Customer/client facing experience in hospitality, retail, or business sectors
• Demonstrable knowledge of Microsoft Office Suite and Google Suite
• Strong communication skills: Ability to write a professional email, conduct research on the internet, use Facebook pages and groups, Instagram, LinkedIn, Mailchimp, and you’re excited to use and learn our other databases, membership management systems and marketing systems and platforms.
• Energetic, outgoing and positive attitude with the ability to work well with people
• Appreciate and interest in entrepreneurial activities
• Demonstrate integrity, dependability, self-motivation, and empathy
• Creative, quick on your feet, can troubleshoot knowing that others depend on you.
• Comfortable conversing with CEOs, artists, and janitors alike
• Attention to detail, excellent organization and time management skills
• (Must be able to lift and move heavy objects up to 25 pounds on a regular basis.)

Job Type: Part-time.  

Business hours are typically 8am to 5pm – several before or after hour events every month that an events coordinator is responsible for hosting.  

Stay tuned for information soon!

POSITION SUMMARY

The Community Manager at HAYVN plays a vital role in fostering a vibrant and connected community within our workspace. This position is responsible for enhancing member experience, maintaining the space, managing daily operations, coordinating events, and driving sales and marketing efforts to maximize occupancy and member retention. The ideal candidate is enthusiastic, highly organized, and adept at engaging with a diverse range of individuals.

ESSENTIAL TASKS AND RESPONSIBILITIES

Community Engagement & Member Experience:

• Front Desk Management: Serve as the primary point of contact at the front desk, greeting members and guests, managing check-ins, and addressing inquiries.
• Member Interaction: Engage with members to understand their needs, provide personalized recommendations, and offer solutions to enhance their experience.
• Tours & Conversions: Conduct tours for prospective members, follow up on leads, and track conversion metrics to support membership growth.

Space & Operations Management:

• Workspace Maintenance: Ensure the workspace is clean, organized, and stocked with necessary supplies, reflecting HAYVN’s high standards.
• Meeting Room Coordination: Manage bookings, ensure functionality of technology, and prepare rooms for scheduled meetings and events.
• Event Setup: Arrange furnishings and equipment for events and programs, overseeing setup and breakdown as needed.
• Operational Support: Perform data entry, manage mail deliveries, assist virtual mail members, and supervise interns to support daily operations.

Events, Sales, & Marketing:

• Event Management: Develop and maintain the event calendar, handle logistics, and oversee the execution of events, ensuring a seamless experience for attendees.
• Marketing Initiatives: Manage HAYVN’s online presence, update social media, promote events, and engage with the community digitally.
• Membership Sales: Handle membership inquiries, conduct onboarding for new members, and organize public events to elevate HAYVN’s profile and attract new members.

Competencies:

• Exceptional written and verbal communication skills.
• Ability to engage with a diverse range of individuals including CEOs, artists, and support staff.
• Quick thinker with strong troubleshooting abilities.
• Highly organized with excellent time management.
• Demonstrates integrity, dependability, and empathy.
• Proficiency in Microsoft Office Suite, Google Suite, social media platforms, WordPress, and Mailchimp.

Education and Experience:

• Bachelor’s degree in Business, Communications, Hospitality, or related field preferred.
• At least 3 years of experience in a similar role, particularly in community management, customer service, or hospitality sectors.

Physical and Visual Requirements:

• Ability to lift and move objects up to 25 pounds regularly.
• Ability to perform tasks requiring visual acuity, such as reading and using a computer.

Language Skills:

• Proficient in English with the ability to communicate effectively in both written and verbal forms.

Mental Demands and Reasoning Abilities:

• Ability to handle multiple tasks efficiently, prioritize effectively, and adapt to changing needs.
• Strong analytical skills with the ability to make decisions and solve problems quickly and effectively.

Work Environment/Travel Requirements:

• This role is primarily based in a dynamic office environment with frequent interaction with members and guests.
• Minimal travel required, primarily for local events and community engagement activities.

Job Type: Full or Part-time.  

Business hours are typically 8am to 5pm – several before or after hour events every month that a community manager is responsible for hosting.

Benefits are available for full time status and include 2 weeks of vacation, healthcare options and paid holidays.

Note:

• This position description excludes duties and responsibilities incidental to the performance of the above-listed duties and responsibilities. All duties and responsibilities are essential job functions and requirements. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. The Company reserves the right to modify, change or add to the position’s job duties and responsibilities as business needs may require.