Vacant Jobs 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

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Job Description

• Are you a friendly, organised and flexible individual? We’re looking for a part-time/temp Receptionist to stand in when needed for our team at uMhlanga and help us create a warm, professional environment for our clients and tenants. In this role, you will be managing the front desk independently. Therefore, we are looking for a reliable and experienced person.

Duties and responsibilities

• Owning the reception area and creating worldclass experiences for all who visit The Business Exchange, irrespective of whether they are tenants, visitors, employees or clients. 
• Controlling and directing all incoming calls and correspondence for the The Business Exchange itself and managing all incoming calls on behalf of tenants.
• Managing all centre operations, such as the coordination of boardrooms and dealing with walk-in queries.
• Assisting tenants with day-to-day operational queries and problems.  This includes escalating them to the appropriate department or person. 
• Screening all incoming deliveries and ensuring they go to the right area or tenant.

Skills, competencies and minimum criteria

• Minimum grade 12 qualification required. 
• A minimum of one to two years’ experience in front-line reception (or similar) role. 
• Previous experience in front desk management and/or the property industry highly advantageous. 
• Ability to manage a very busy reception environment with little to no external support. 
• Extensive customer services experience.
• Experience in dealing with difficult, irate and careless tenants highly advantageous. 
• Proven previous experience in dealing with technical boardroom equipment (connecting laptops to projectors or televisions, conference calling, etc.)
• Strong computer literacy (must be able to function very comfortably in the Microsoft Office and Google environments). The candidate must be able to assist visitors and clients in connecting their devices and being the first level of support without needing to contact IT immediately. 

Behavioural competencies

• Highly presentable.
• Incredibly strong verbal and written English communicator who can liaise with visitors, clients and team members.
• Proactive, driven work ethic.
• Strongly dependable.
• Enthusiastic and positive can-do attitude.
• Service-oriented person who thrives on pleasing visitors, tenants and staff.
• High attention to detail.
• Vibrant and welcoming energy.