Receptionist & Office Experience Manager

Receptionist & Office Experience Manager

Location: Johannesburg Office

Reports to: Country/Office Manager

Works closely with: Executive Assistants, Consultants, Facilities, IT, Finance, HR

Role Purpose

This role is the heartbeat of the Johannesburg office—responsible for creating a seamless, welcoming, and high-functioning environment for staff, clients, and guests. This role goes beyond traditional front-desk duties to encompass full ownership of the office experience, hospitality, coordination, and operational excellence. It combines front-of-house excellence with behind-the-scenes coordination, hospitality, and culture-building. The individual will be a proactive office ambassador, creating an environment that reflects the firm’s brand and values.

Key Responsibilities

Front-of-House & Hospitality

• Be present full-time, starting before the first client or guest arrives.
• Greet all visitors with warmth, professionalism, and discretion.
• Offer beverages and manage hospitality (together with the cleaner/helper).
• Maintain a tidy, well-presented reception and visitor area.

Office Operations & Tech Support

• Manage meeting room bookings, videoconferencing setup, and basic tech troubleshooting.
• Maintain and distribute Wi-Fi access details for guests and staff.
• Liaise with building management for repairs, access, and security.
• Oversee daily office operations, including office supplies, courier services, and equipment maintenance.
• Ensure smooth functioning of office equipment and coordinate service calls.

Culture & Engagement

• Organise staff lunches, staff birthday celebrations/gifts, seasonal events, and wellness initiatives.
• Plan and coordinate team-building days, CSR activities, and social events.
• Support onboarding of new joiners and ensure a welcoming experience.

Catering & Meeting Support

• Coordinate catering for internal and client meetings.
• Ensure meeting rooms are set up, cleaned, and stocked appropriately (together with cleaner/helper).
• Track catering expenses and liaise with finance for allocations.

Administrative Support

• Provide light-touch support to consultants and EAs (printing, binding, courier arrangements).
• Assist with document formatting, calendar coordination, and visitor logistics.
• Manage background checks, credit checks, education checks etc. for candidates
• Maintain subscriptions and office inventories.
• Support workplace health and safety initiatives.
• Ensure first aid kits, emergency equipment, and evacuation procedures remain compliant.
• Coordinate fire drills and emergency preparedness activities where applicable.

Ideal Candidate Profile

Experience

• 3–5 years in a receptionist, office coordinator, or administrative role.
• Experience in professional services or a fast-paced corporate environment.
• Strong proficiency in Microsoft Office and videoconferencing tools.

Skills & Attributes

• Warm, polished, and professional demeanour.
• Highly organised, detail-oriented, and proactive.
• Strong verbal and written communication skills.
• Tech-savvy and comfortable with evolving office systems.
• A natural host with a genuine desire to serve and support.
• Calm under pressure and able to juggle multiple priorities.

Success Measures

• Positive feedback from visitors and staff.
• Smooth daily operations with minimal disruptions.
• Increased staff presence and engagement in the office.
• High-quality support to consultants and EAs.
• Proactive identification and resolution of office needs.