Objective of the Role:The Receptionist & Guest Relations role serves as the front face of Cloud Spaces and its clients’ businesses. The role is central to delivering state-of-the-art services, managing client interactions, handling reception duties, and supporting client operations with professionalism, positivity, and efficiency.Key Responsibilities:Client & Guest Interaction:• Greet all clients and visitors according to Cloud Spaces standards.• Ensure everyone entering the reception area is welcomed professionally and with a smile.• Provide excellent customer service, proactively offering assistance to clients.• Educate clients on Cloud System functionalities and other business services.• Provide local/tourist information to clients and guests (restaurants, hotels, events).Reception & Administrative Duties:• Manage incoming calls professionally (all calls answered within 4 rings).• Direct sales calls to the Manager promptly (within 30 seconds).• Register all walk-in leads and ensure adequate marketing material is available.• Monitor boardrooms, meeting rooms, video conferencing, and office bookings.• Manage incoming and outgoing couriers, deliveries, and mail with proper documentation and notifications.• Maintain the reception and secretarial areas in a tidy and presentable state.• Liaise with 3rd parties for maintenance (air conditioning, lighting, cleaning).• Organize travel, hotel, and leisure bookings for clients.New Client Onboarding:• Allocate phone numbers and set up communication systems for new clients.• Record welcome messages, voicemails, and ensure all systems are operational before client arrival.• Learn and understand each client’s business to provide tailored reception support.IT & Equipment Management:• Operate and manage IP Phones, video conferencing, interactive screens, photocopiers, printers, and other office equipment.• Update reception screens and communication setups as required.• Utilize internal systems: Essensys / OPERATE, Cloud Spaces Online Portal/App, Cisco IP Phones, IMAGICLE.Team & Reporting:• Communicate regularly with the Manager about workload, achievements, and client updates.• Participate in team meetings, networking events, and internal training.• Support team members and contribute positively to the work environment.Key Performance Indicators (KPI):• Achieve proficiency in all systems, tools, and equipment within 3 months.• Meet minimum Junior Secretarial skills and support services chargeable potential.• Add value to Cloud Spaces and its clients by providing exceptional service and support.
• Prior experience in reception, guest relations, or customer service roles is preferred.• Experience with office administration and client-facing roles.• Familiarity with IT and communication systems (IP phones, video conferencing, booking systems).Skills & Attributes:• Attitude: Positive, confident, enthusiastic, friendly, honest, and approachable.• Communication:- Articulate, courteous, and professional.- Excellent spoken and written English; Arabic is an asset.- Ability to follow up and keep stakeholders informed.• Customer Service Focus:- Proactive, solution-oriented, and client-focused.- Capable of building rapport while maintaining professional boundaries.• Work Ethic & Professionalism:- Punctual, reliable, and not a “clock watcher.”- Works well under pressure and remains calm in dynamic environments.• Attention to Detail:- High level of awareness and ability to anticipate client needs.- Maintains organized records and ensures accuracy in tasks.• Flexibility & Culture Fit:- Adaptable to varying client needs and daily tasks.- Energetic, collaborative, and committed to adding value to the team.• Technical Proficiency:- Comfortable with office IT equipment, communication systems, and software tools.Personal Attributes:• Professional grooming and presentation aligned with Cloud Spaces’ brand standards.• Strong integrity and respect for confidentiality.• Willingness to learn, ask questions, and contribute to team success.• A positive attitude with a genuine smile and passion for helping clients.
