Role Summary
The Client Relations Officer (CRO) is the first point of contact for all clients, members, and visitors at Buzworx. This role combines front-desk professionalism with relationship management, lead handling, facilities oversight, and basic financial administration. The CRO plays a key part in enhancing member experience, supporting operational efficiency, and promoting Buzworx’s image as a modern, friendly, and client-focused co-working space.
Key Responsibilities
Front Desk Operations & Office Management
- Open and close reception and shared facilities daily (PCs, TVs, aircons, phones, security systems).
- Maintain a clean, organized, and professional front desk area.
- Ensure reception and communal spaces are guest-ready at all times.
- Ensure all necessary equipment (e.g., projector, Yoco, printer) is operational.
Client & Guest Experience
- Welcome all clients, guests, and walk-ins warmly and professionally.
- Offer beverages and assist visitors with directions or meeting arrangements.
- Manage guest check-ins and maintain visitor logs.
- Handle incoming phone calls and route or relay messages efficiently.
- Conduct office tours and explain service packages to potential clients.
Client Relations & Community Engagement
- Build rapport with members and anticipate guest needs.
- Resolve client issues (e.g., printing, Wi-Fi, aircon) or escalate as needed.
- Collect feedback and identify opportunities to enhance the Buzworx experience.
- Onboard new clients with welcome packs, space orientation, and WhatsApp group inclusion.
- Assist with internal events, birthdays, and community initiatives.
Deliveries, Documents & Legal Protocols
- Receive and verify deliveries, notify recipients, and document handovers.
- Manage legal documents (e.g., summons) and clearance certificate collection procedures.
- Maintain accurate logs for all document transfers and collections.
Printing & Walk-In Services
- Provide printing, scanning, and copying services to clients and walk-ins.
- Record and bill usage accurately, process payments via Yoco or Scan to Pay.
- Submit receipts and logs for internal financial tracking.
Finance & Administration Support
- Maintain daily transaction logs and spreadsheets.
- Assist in managing accounts receivable/payable records.
- Review and process reimbursements, record invoices, and flag discrepancies.
- Participate in payroll support tasks when required.
- Submit monthly lead and membership status reports (e.g., closed, pending, lost).
Sales, Marketing & Lead Handling
- Maintain a lead logbook and capture details during tours or inquiries.
- Follow up with leads via WhatsApp/email with pricing and info packs.
- Promote Buzworx services, packages, and seasonal specials.
- Assist with capturing photos, feedback, and moments for social media use.
Facilities Monitoring & Coordination
- Check cleanliness and condition of furniture, restock shared supplies as needed.
- Coordinate with vendors for IT, cleaning, and maintenance requests.
- Track hot desk and boardroom usage and submit weekly summaries.
Process Improvement & Internal Communication
- Maintain digital SOP checklists and flag process inefficiencies.
- Suggest improvements to client service workflows.
- Communicate urgent announcements via member WhatsApp groups when needed.
Flexible Duties & Proactive Support
- Be available for after-hours calls in case of member events and security alarm triggers.
- Be flexible with lunch hours, early starts, or overtime when required.
- Perform similar duties and assist team members as needed.
- Take initiative to improve client experience, workspace readiness, or process efficiency.
Professional Expectations
- Conduct oneself in a respectful, professional, and brand-aligned manner.
- Handle confidential information with integrity.
- Be proactive, dependable, and solution-oriented in all interactions.
- Represent Buzworx's values of innovation, collaboration, and support.
Requirements
- 3–5 years experience in a receptionist, office coordinator, or client-facing role.
- Matric certificate required; admin or hospitality training is an advantage.
- Excellent verbal and written communication skills.
- Strong interpersonal and problem-solving abilities.
- Tech-savvy: proficient with Microsoft Office, WhatsApp, POS systems (e.g., Yoco), and cloud platforms.
- Ability to multitask and work independently in a fast-paced environment.
- A self-starter who takes initiative, adapts quickly, and thrives in a team environment.
What We Offer
- A welcoming, innovative work environment in the heart of Polokwane.
- Exposure to dynamic businesses and growing startups.
- Supportive and collaborative team culture.
- Market-related salary with potential for growth and development.
Please note: This is a part-time role from 1:00 pm to 5:00 pm (Monday- Friday), with hours subject to a shift rotation.
To apply send your CV and a short motivation letter to [email protected]
Job Type: Part-time
Expected hours: No less than 20 per week
Ability to commute/relocate:
- Polokwane, Limpopo 0699: Reliably commute or planning to relocate before starting work (Preferred)
Experience:
- Customer service: 2 years (Preferred)
Work Location: In person
Application Deadline: 2025/08/20
