Estate Administrator

Duties and responsibilities

The enforcement of the estate’s rules is primarily the responsibility of the Estate Manager. Issuance of warnings and fines is managed by a disciplinary committee, which is a sub committee of the trustee committee. The role will include management of the enforcement of the estate’s rules, which will include, inter alia,

1. drafting warning letters and various correspondence related to the estate rules
2. liaising with disciplinary committee and scheduling meetings
3. attending disciplinary committee meetings and taking minutes
4. creating and maintaining a database of all correspondence relating to estate rules
5. following up on matters requiring further action

Managing communication between the trustees and residents, e.g. circulation of notices, recording and distribution of minutes of meetings, newsletters, responding to queries, requests and complaints from residents, etc.

Ad hoc communication between the estate office and residents, e.g. drafting and circulation of notices.

Maintain internal databases across various platforms and software, which includes a resident database which includes details pertaining to the owner, tenant and lease details (if applicable), pet registration, security access etc. Platforms include

1. Biometric access
2. LPR access

5. General administration and office support (e.g. filing both soft and hard copy documents appropriately, resident queries)
6. Drafting reports and correspondence to trustees.
7. Monitoring and reporting of tasks required in the estate.
8. Maintaining petty cash
9. Attending meetings and takes meeting notes.
10. Where required, assist with obtaining quotations for services (although this is primarily the role of the Estate Manager)

Requirements and attributes

1. Strong administration skills, with at least five years of administrative experience
2. Ability to work unsupervised
3. Post matric qualification (diploma or bachelors degree) in commerce or property
4. Ability to work with minimum supervision
5. Fully proficient in Microsoft Outlook, Word and Excel, and ability to adapt to other required software
6. Proficient in spoken and written English
7. Good report / letter writing (spelling, grammar and layout)
8. Good communication skills
9. Attention to detail
10. Experience with an HOA / body corporate will be a huge advantage, but not essential

A drivers license will be an added advantage