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