Reception & Office Administrator at The Business Exchange TBE

Job Description

• 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