Office Assistant

The Role

The Office Assistant position is one of the key roles to the success of our team as you are responsible for several important things that keep the floor in five-star conditions and top operating standards for both Cloud Spaces and clients. Responsibilities include but are not limited to:

1. General / Daily:
   1. Opening Boardrooms / Meeting Rooms / studios by 8.15 am.
   2. Monitor boardroom, meeting room, and studio bookings via Essensys Operate system for clients on request. Ensure set up prior to arrival of client, providing complimentary water and catering set up (if required) for the correct number of attendees.
   3. Complete morning beverage duties which include Arabic Coffee Station is set up, refill dates and tidy to ensure immaculate presentation.
   4. Check for missing supplies and ensure all equipment is working perfectly.
   5. Maintain adequate amounts of paper in photocopier, advising team member responsible for stationery orders when stocks are low.
   6. Correct time and date stamp all incoming mail and correspondence throughout the day.
   7. Sort mail and have it on client’s desk immediately and leave a message for the client.
   8. Accompany the Manager on a minimum of one daily walk and take note of tasks to be fixed/improved to maintain standards. Aim to correct by the end of the day.
   9. Ensure cup collections are done from client’s desk at 4:30pm each afternoon. If you enter a client’s office throughout the day and they have an empty cup or glass, always remove it on your way out.
   10. Set up for Cloud Spaces and Client events when required.
   11. Sign your work with excellence. Aim to complete each task correctly the first time.
   12. Be a team player and assist the rest of the team.
   13. Outgoing postage and courier arrangement.
   14. Liaise with Maintenance team and Cleaners to maintain the floor presentation at the highest level.
   15. Inform the Manager immediately of any conflicts relating to work or tasks you are unable to complete.
   16. Master keys must not be given to anyone. If a client would like their door opened, we require you to open it for them. If you misplace your keys, find them immediately, ask all the team, maybe one of them picked them up. If you do not find them within 2 hours, your Manager must be notified.
   17. New Clients Office Set up with moving furniture per clients’ request.
2. Clients:
   1. Provide great customer service, exceeding the client’s expectations – efficient, accurate and helpful.
   2. Assist clients with general requirements. Notify the secretarial team of any secretarial work requested by a client.
   3. Maintain the highest level of confidentiality for Cloud Spaces and every client.
   4. Maintain a professional and friendly rapport with clients. Do not discuss anything personal; keep it professional.
   5. Do not sit and wait for the client to ask for help. Be creative and offer suggestions.
   6. Always be on time for client bookings – with notepad and pen.
3. While relieving reception:
   1. Answer the telephones within 4 rings.
   2. Clearly and correctly pronounce all company names.
   3. Direct sales calls to the Center Manager / Team Leader, promptly and professionally.
   4. Keep a record of all leads.
   5. Ensure everyone stepping out of the lift and passing reception is greeted with a smile – friendly and professional.
   6. Organizing security passes and office keys/keeping record up-to-date.
   7. Keeping the reception and secretarial area tidy.
   8. Handling client and guest queries professionally and keeping the Manager informed. DO NOT FORGET VISITORS WAITING IN RECEPTION. Take action and follow up with the client.
4. IT communication & floor equipment:
   1. A sound knowledge of all systems:
   1. Essensys / OPERATE
   2. Cloud Spaces Online Portal / App
   3. Cisco IP Phones & Call Manager
   4. IMAGICLE
   5. Equipment
   6. Photocopier
   7. Video conferencing
   8. TV / DVD player

Requirements

Key Attributes:

1. Attitude: Positive – can do, enthusiastic, confident, honest & sincere, approachable and great smile.
2. Communication Skills: Speaks well and clearly, articulate and courteous to clients. Follow up. If anyone asks you to do something, keep them informed of the outcome whether the task has been completed or if there is a delay. Communicate what action you have taken. (Before you go home, you must update the person with the latest information).
3. Customer Service Focused: Listen to your clients, ability to approach clients and offer support, proactive with genuine interest to help clients.
4. Attention to Detail: Good work ethics, a solutions provider: ability to work logically through problems to a solution.
5. Flexibility: Each client may do things differently, varying work on a daily, weekly basis.
6. Culture Fit: Positive energy, add value and make a difference.

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 the 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 harbor 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 solution 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 company's vision.