Job Description

The Apex Group was established in Bermuda in 2003 and is now one of the worldxe2x80x99s largest fund administration and middle office solutions providers.Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.Thatxe2x80x99s why, at Apex Group, we will do more than simply xe2x80x98empowerxe2x80x99 you. We will work to supercharge your unique skills and experience.Take the lead and wexe2x80x99ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.For our business, for clients, and for youJob Title: Receptionist / Facilities Assistant
Location: Cape Town
Reports to: Office ManagerJob SummaryWe are looking for a highly skilled Receptionist / Facilities Assistant to join our team. This role goes beyond traditional reception duties and requires a proactive, resourceful, and technically adept professional to support office operations. The ideal candidate will handle a high volume of calls and visitors, manage events, coordinate cleaning staff and vendors, and provide critical assistance in facilities management. This position is key to ensuring a seamless, professional, and efficient office environment and serves as a direct support to the Office Manager.Key ResponsibilitiesFront Desk & Office Support

• Professionally manage a high volume of incoming calls, directing them to the appropriate departments efficiently.
• Greet and assist visitors, ensuring a positive and professional first impression.
• Manage meeting room bookings, ensuring proper setup and smooth execution.
• Handle incoming and outgoing mail, courier services, and deliveries.
• Maintain office supplies inventory and place orders as needed.
• Assist with administrative tasks, including reports, documentation, and correspondence.

Facilities & Vendor Management

• Oversee cleaning staff and ensure high standards of hygiene and cleanliness.
• Coordinate with building management and external vendors (security, catering, maintenance, etc.).
• Troubleshoot and resolve basic technical or facilities-related issues.
• Ensure office equipment (printers, phones, access systems) is operational and liaise with IT/facilities for maintenance.
• Assist with office relocations, fit-outs, and space planning as needed.

Events & Hospitality

• Organize and manage internal events, ensuring seamless logistics and setup.
• Arrange catering and hospitality services for meetings, conferences, and VIP visits.
• Assist in coordinating office initiatives and social events.

Health, Safety & Compliance

• Support the implementation of health and safety protocols.
• Conduct routine office checks to ensure compliance with safety and operational standards.
• Act as a point of contact for emergency procedures and evacuation drills.

Support for Office Manager

• Provide critical support in office management duties across multiple global locations.
• Step up as a key contact in the absence of the Senior Office Manager.
• Assist in preparing reports, analysing vendor contracts, and optimizing office operations.

Key Skills & Competencies

• Excellent Communication: Professional and articulate in handling calls, emails, and in-person interactions.
• Critical Thinking & Problem-Solving: Ability to assess situations and provide efficient solutions.
• Technical Aptitude: Basic understanding of office equipment, facilities systems, and IT troubleshooting.
• Multi-Tasking & Organization: Ability to manage multiple priorities effectively in a fast-paced environment.
• Vendor & Stakeholder Management: Experience liaising with service providers and external vendors.
• Attention to Detail: Ensuring smooth execution of office functions and compliance with policies.
• Adaptability & Proactiveness: Willingness to step up and assist in additional tasks as needed.

Qualifications & Experience

• Minimum 3-5 years of experience in a receptionist, office administration, or facilities role.
• Experience in a corporate office environment with exposure to vendor management.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and other workplace tools.
• Knowledge of basic facilities management is an advantage.
• Professional and presentable with strong customer service orientation.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.

Apex Group