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Reception & Office Administrator

2 weeks ago

Cape Town, Western Cape, South Africa Raizcorp Full time

The Business Exchange is seeking a highly organised, administration-focused and service-driven Reception & Office Administrator to manage the daily operations of one of our premium business centres. This role is central to ensuring a world-class experience for all tenants, visitors and clients

As a premium brand ambassador, the Reception & Office Administrator will oversee the full spectrum of front-of-house and office operations — from reception and client engagement to administration, facilities coordination, and directing cleaning staff to maintain the highest standards of presentation.

Key responsibilities

Reception and client management

  • Maintain a neat, professional front-of-house experience

  • Greet and assist guests in a courteous and efficient manner

  • Manage all incoming calls and messages, ensuring accurate routing and follow-up (for both tenants and the company)

  • Handle deliveries and visitor queries

  • Act as the first point of contact for tenant support and operational needs

  • Maintain a professional, service-oriented environment at all times

Administrative & operational oversight

  • Perform a wide range of administrative duties to ensure smooth day-to-day centre operations

  • Oversee and direct cleaning staff as needed to ensure the centre is always spotless and client-ready

  • Maintain attendance registers and emergency procedures

  • Track revenue, occupancy, and tenant-related charges

  • Escalate issues to appropriate departments and maintain tenant satisfaction

  • Support tenant onboarding and offboarding processes

Boardroom & hospitality coordination

  • Manage bookings, readiness, and cleanliness of boardrooms

  • Perform pre- and post-use inspections and report any issues

  • Coordinate with the Hospitality team for seamless meeting experiences

  • Report staff absences and assist with daily coordination

Sales & client support

  • Conduct viewings for potential tenants when required

  • Actively contribute to occupancy management and lease tracking

  • Maintain professional conduct during all client interactions

Stock & supplies management

  • Maintain tight control over centre stock and supplies

  • Prevent misuse and ensure timely restocking

  • Keep accurate inventory records

Compliance & facilities

  • Ensure the centre complies with internal policies and procedures

  • Oversee maintenance, repairs, and IT issues

  • Coordinate with internal departments for seamless operational flow

Requirements

Minimum qualifications

  • Grade 12 certificate

  • Diploma or Degree in Communications, Client Relations, Business Administration, or related field

Experience and skills

  • 6–10 years' experience in a reception, office administration, or centre operations role

  • Strong administrative and organisational background with proven multitasking ability

  • Experience managing cleaning or hospitality staff

  • Strong proficiency in Microsoft Office and Google Suite

  • Experience managing technical equipment (projectors, conferencing tools, etc.)

  • Proven ability to manage busy operational environments

Advantageous experience

  • Previous property or hotel industry experience

  • Familiarity with tenant leasing and space management

  • Conflict management and tenant relationship handling

Behavioural competencies

  • Professional appearance and conduct

  • Exceptional communication skills (verbal and written)

  • Highly organised, proactive, and dependable

  • Strong attention to detail and administrative accuracy

  • Positive, service-oriented mindset

  • Ability to plan, prioritise, and multitask effectively

  • Strong sense of accountability and responsibility