Job OverviewThe Office Assistant plays a key role in maintaining five-star operational standards for Cloud Spaces and its clients. This role requires a proactive, detail-oriented professional who ensures seamless daily operations, delivers exceptional customer service, and contributes positively to the team culture.Key Responsibilities•Daily OperationsoOpen boardrooms, meeting rooms, and studios by 8:15 am.oMonitor and manage room bookings via Essensys Operate system; prepare rooms with required setups and refreshments.oEnsure coffee stations and supplies are fully stocked and presented impeccably.oMaintain photocopier supplies and coordinate stationery orders when necessary.oTime-stamp and distribute incoming mail promptly; arrange outgoing postage and couriers.oConduct daily floor walks with the Manager to identify and address maintenance needs.oClear used cups/glasses from client desks daily and assist with client office setups.•Client SupportoDeliver outstanding customer service, anticipating and responding to client needs.oHandle client requests professionally, notifying the secretarial team as needed.oMaintain confidentiality and build a friendly, professional rapport with clients.oAssist in organizing Cloud Spaces and client events.•Reception Support (as required)oAnswer calls promptly and direct appropriately.oGreet visitors warmly and manage reception area presentation.oOrganize security passes, office keys, and visitor follow-ups.oRecord all leads and ensure client queries are handled efficiently.•IT & Equipment FamiliarityoOperate systems including Essensys / OPERATE, Cloud Spaces Online Portal/App, Cisco IP Phones & Call Manager, IMAGICLE.oManage photocopiers, video conferencing tools, and AV equipment per Cloud Spaces guidelines.•Team ContributionoLiaise with Maintenance and Cleaning teams to maintain floor standards.oInform the Manager promptly of conflicts or uncompleted tasks.oMaintain a professional appearance and positive energy at all times.Growth PathPerformance-based growth opportunities aligned with individual strengths and contributions.
The ideal Office Assistant will demonstrate the following qualities and skills:Key Attributes•Attitude: Positive, enthusiastic, confident, honest, sincere, approachable, with a great smile.•Communication Skills: Clear and articulate speaker; courteous; diligent in follow-up communication.•Customer Service Orientation: Proactive in assisting clients, attentive listener, and genuinely interested in helping.•Problem-Solving Ability: Logical thinker who provides practical solutions.•Attention to Detail: Meticulous in maintaining five-star standards.•Flexibility: Comfortable adapting to varying client needs and dynamic daily tasks.•Cultural Fit: Brings positive energy, adds value, and contributes to a supportive team environment.Technical Skills•Familiarity with Essensys Operate system, Cisco IP Phones, and general office equipment.•Ability to quickly learn and use company-specific systems and manuals.Work Ethics•Professional, honest, discreet, and dependable.•Takes ownership of tasks and signs work with excellence.•Respects confidentiality and maintains professional boundaries.Personal Presentation•Well-groomed, professional attire suited to a premium workspace environment.•Friendly, approachable demeanor; a team player who supports colleagues.
