Office Assistant

Overview

The Role 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. Responsibilities

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. Answer calls promptly and direct appropriately; greet visitors 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. Qualifications

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; friendly, approachable demeanor; a team player who supports colleagues.

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