Receptionist / Office Administrator (Cape Town)

Excellerate JHI; Wes-Kaap; On-site; ZAR 133,920 - 189,720; Full time

Job summary

Excellerate JHI is seeking a courteous receptionist to welcome walk-in clients, answer the switchboard, and maintain a pristine reception area. You will guide visitors and direct enquiries to the appropriate offices.

This role supports the Centre Management Team with general admin tasks and coordinating meeting room bookings. You will assist with procurement administration, compile management packs, and gather tenant turnover statistics. Weekend or public holidays shifts may be required.

Qualifications

• Grade 12 or equivalent.
• 3 years relevant experience in an administrative environment.
• Experience on managing a switchboard.
• Retail shopping centre experience.
• Excellent telephone etiquette and communication skills.
• Computer literacy (MS Office).

Responsibilities

• Receive walk-in enquiries/complaints from the public and assist accordingly.
• Assist Security, Cleaning and Parking contractors with requests.
• Give directions to the public re the location of specific offices.
• Handle wheelchair bookings where relevant.
• Receive tenant enquiries/complaints by various channels.
• Log complaints/requests and assign to the appropriate person.
• Follow up on progress before deadlines.
• Perform front desk reception duties and operate the switchboard.
• Update emergency and tenant contact numbers.
• Take and relay messages for building staff.
• Make bookings for auditorium when applicable.
• Liaise with service providers where applicable.
• Distribute post and assist with PA announcements where needed.
• Support procurement and leasing teams and compile tenant turnover statistics.

Skills

Telephone etiquette

Communication skills

Interpersonal skills

Multitasking

Team collaboration

Attention to detail

Education

Grade 12 or equivalent

Tools

MS Office

Job description

Who we are

We are a leading real estate services company that combines global standards with specialised local knowledge to create customisable high-performance solutions for our clients. We advise property owners and occupiers on every aspect of their property strategies and assist them in the development, buying, selling, leasing, valuing and management of their assets. Our dedication to quality and excellence sets us apart in the industry.

Why choose us

Be part of a forward-thinking culture that values entrepreneurial spirit and celebrates your best work. Collaborate with talented property professionals, leverage unparalleled resources, and enjoy opportunities for both personal and professional growth. At JHI, your contributions are encouraged and celebrated, ensuring a rewarding journey as you advance in your career.

About the role

As a receptionist at our company, you will receive and handle walk-in clients and visitors and answer the switchboard in such a way that it projects a professional image of the centre and maintain a pristine reception area, responsible for controlling the bookings for meeting rooms.

General administrative support in terms of procurement administration, support to leasing and compiling management packs, as well as collating tenant turnover statistics will also form part of this position in supporting the centre management team.

The candidate will also be required to work as Customer Services Officer over some weekends or public holidays. Note also required to work on alternate weekends, with day off in the week.

What you will bring

Inherent requirements for the position (non-negotiable)

• Grade 12 or equivalent
• 3 years relevant experience in an administrative environment.
• Experience on managing a switchboard
• Retail shopping centre experience
• Excellent telephone etiquette and communication skills.
• Computer literacy (MS Office)

Additional demonstrable requirements

• Experience in a client facing role in a shopping centre / property management environment will be a strong recommendation.
• Methodical approach to tasks and attention to detail.
• Ability to work collaboratively as part of a team.
• Ability to multitask effectively and manage multiple priorities.
• Strong interpersonal skills for engaging with clients, visitors, and team members.
• Strong administration skills.

What you will be doing

You will be responsible for the following:

• Receive walk-in enquiries/complaints from members of the public and direct and assist accordingly
• Assist the Security, Cleaning and Parking contractors with all requests.
• Give directions to the public (walk-ins) re the location of specific offices.
• Wheelchair bookings (where relevant)
• Receive tenant enquiries/complaints, (via telephone / in person / in writing).
• Log complaint / request on the Call & Query System and assign the query to the appropriate person.
• Follow up on progress of action, if feedback has not been received before deadline.
• Reception duties at front desk of office reception (public/tenants/contractors)
• Operation of Switchboard
• Update emergency contact numbers and tenant telephone numbers.
• Take and relay messages for building staff.
• Make bookings for auditorium, where applicable
• Liaise with service providers where applicable
• Send circular letters to clients during break-downs (example: air-con/lifts)
• General typing for the Building Manager
• Send, sort and distribute post
• PA announcements where applicable
• Assist all teams where required, including procurement and leasing
• Compiling tenant turnover statistics

JHI is committed to striving for diversity and equitable representation in our workforce. Preference may thus be given to suitably qualified candidates as identified in our employment equity plan. Persons with disabilities are encouraged to apply.