Reception and office administrator

Description

The Business Exchange is seeking a highly organised, administration-focused and service-driven Reception and 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 and 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 and 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, parking, and tenant-related charges (such as printing etc.)

• Escalate issues to appropriate departments and maintain tenant satisfaction

• Support tenant onboarding and offboarding processes

Boardroom and 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 and 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 and supplies management

• Maintain tight control over centre stock and supplies

• Prevent misuse and ensure timely restocking

• Keep accurate inventory records

Compliance and 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

Package & Remuneration

R120 000 - R180 000 per annum About Us

Work at The Business Exchange (TBE)

At TBE, we don’t just manage workspace.  We curate a premium, seamless experience that helps our tenants do their best work. From a five-star, hospitality mindset at reception to the polish of every meeting room and corridor, details matter here.

Why join us

• Service, at a higher bar. We serve with urgency, professionalism, and a “sort it before it becomes a problem” attitude. If you love anticipating needs and taking pride in immaculate spaces, you’ll feel at home.

• Beautiful environments, serious standards . Our centres are purpose-designed, art-filled spaces that host leading brands.  The standard of presentation and client care is non-negotiable.

• A culture of ownership. We act like leaders at every level: take accountability, communicate constructively, and back each other to deliver a premium experience end-to-end.

Who thrives here

People who

• Sweat the small stuff (because clients can feel it).

• Move fast, follow process, and keep promises.

• Keep interactions warm, polished, and professional.  Always.

• Prefer solutions over excuses, and teamwork over politics.

What you’ll be part of

A team that runs on trust, service excellence, and high standards - from the first hello to flawless boardroom bookings - in workspaces designed to impress and function beautifully.  If “hotel-level” service is your default, and you’re proud of work that looks and feels premium, apply to TBE.

Important: TBE will never ask candidates to pay any fee at any stage of a recruitment process. If you are asked for payment for a job application, interview, assessment or placement, you are not dealing with TBE.