Office Assistant
Job description / Role
Employment: Full Time
Job Overview
The 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 Operations- Open boardrooms, meeting rooms, and studios by 8:15 am.
- Monitor and manage room bookings via Essensys Operate system; prepare rooms with required setups and refreshments.
- Ensure coffee stations and supplies are fully stocked and presented impeccably.
- Maintain photocopier supplies and coordinate stationery orders when necessary.
- Time-stamp and distribute incoming mail promptly; arrange outgoing postage and couriers.
- Conduct daily floor walks with the Manager to identify and address maintenance needs.
- Clear used cups/glasses from client desks daily and assist with client office setups.
- Deliver outstanding customer service, anticipating and responding to client needs.
- Handle client requests professionally, notifying the secretarial team as needed.
- Maintain confidentiality and build a friendly, professional rapport with clients.
- Assist in organizing Cloud Spaces and client events.
- Answer calls promptly and direct appropriately.
- Greet visitors warmly and manage reception area presentation.
- Organize security passes, office keys, and visitor follow-ups.
- Record all leads and ensure client queries are handled efficiently.
- Operate systems including Essensys / OPERATE, Cloud Spaces Online Portal/App, Cisco IP Phones & Call Manager, IMAGICLE.
- Manage photocopiers, video conferencing tools, and AV equipment per Cloud Spaces guidelines.
- Liaise with Maintenance and Cleaning teams to maintain floor standards.
- Inform the Manager promptly of conflicts or uncompleted tasks.
- Maintain a professional appearance and positive energy at all times.
- Performance-based growth opportunities aligned with individual strengths and contributions.
Requirements:
- 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.
- Familiarity with Essensys Operate system, Cisco IP Phones, and general office equipment.
- Ability to quickly learn and use company-specific systems and manuals.
- Professional, honest, discreet, and dependable.
- Takes ownership of tasks and signs work with excellence.
- Respects confidentiality and maintains professional boundaries.
- Well-groomed, professional attire suited to a premium workspace environment.
- Friendly, approachable demeanor; a team player who supports colleagues.
Company Industry: Retail
About the Company
Cloud Spaces, Aldar group's pioneering brand is a business and lifestyle co-working space with a lively and welcoming environment that is ideal for those looking for an inspiring place to work.
It is Middle East's first coworking space located within a shopping mall, Yas Mall in Abu Dhabi ,our flagship location becoming the first shopping mall in this region to harbour such a concept within its premises. Our recent Expansion in Abu Dhabi Global Market financial centre has also given international clients a platform to conduct business and grow in the region.
We offer a variety of contemporary and modern workspaces designed to deliver comfort and spark motivation. A co-working space solutions for anyone who is a creative entrepreneur, freelancer , large business entity or an SME by creating an environment to work, connect and collaborate.It is designed to offer a variety of solutions to suit work needs and unleash creativity, from fully furnished office suites, to spacious and ventilated lounges, sound-proof cubicles, open work desks and fully-equipped meeting rooms. Opportunity to work within a community and meet other professionals, and give a platform for business to grow to greater heights.
The coworking zones make it easy for professionals from different companies to meet and form mutually beneficial business relationships.
Considering the expansion plans, the company is looking out for professionals from various sectors who are committed and are ready to strive with the companies vision.
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