Pretoria: Office Assistant (Estate) posted by AtripleA recruitment & temps

About the Role

Our client in the Estate Industry is seeking an experienced Office Assistant to join their team. The successful candidate will be responsible for providing administrative support, managing building activities and plans, and ensuring the smooth operation of the office.

Key Responsibilities

• Reception Duties:

• Switchboard administration.

• Vetting of incoming calls (find out whom, the stand number and detail of the call before transferring).

• Ensure calls are followed up.

• Receive visitors and escort them to the respective personnel.

• Building Activities and Plan:

• Keep comprehensive record of all building sites and empty stands.

• Advise residents, architects and contractors on the regulatory requirements and Estate rules.

• Obtain necessary documents (building plans; forms; etc) and certificates to ensure compliance to CoT and MOI regulations.

• Inform residents of the plan approval fee.

• Manage the deposit payable and correspondence with regards to the building process (e.g., expiry of building period, occupation certificate outstanding, extension of building period etc.).

• Recommend building penalties, forfeited deposits and deposits repayable.

• Liaison with Estate Manager on plan approvals

• Report building non-compliance to the Estate and Terrain Managers.

• Maintain an updated list of building/contractors allowed at the entrances and daily update to the service provider, Bidvest Protea Coin (BPC).

• Members’ Data:

• Maintain members data and update residential records (electronically on Glovent and MOA Server) and filing of hard copies.

• File all correspondence.

• Registration of new residents and ensure welcome packs are distributed to the new residents.

• Update the new members’ detail received from the Finance and HR Manager after transport registration.

• Maintain a speed dial list of the members/resident and distribute to the service provider BPC.

• Visitors Access:

• Maintain and ensure smooth operations of the Glovent VMS scanners.

• Stand in duties for the Biometric Assistant.

• City of Tshwane:

• Liaison with City of Tshwane Municipality (CoT) with regards to power outages, street light repairs, water reservoir and refuse removal.

• Escalation of matter to CoT and Ward 91 Counsellor when necessary.

• Estate Agent:

• Drive the annual registration process for accredited estate agents.

• Vetting of all applications on an annual basis.

• Inform the estate agents of the application fees payable and due dates.

• General Duties:

• Clerical duties regarding snail mail and emails.

• Procurement of office supplies (stationary, groceries, cleaning supplies and ad hoc supplies).

• Ensure sufficient stock levels for all office supplies.

• Ensure smooth operation of all office equipment e.g., telephone system and copier.

• Upkeep and general neatness of the storeroom.

• Maintain, update the internal contact / supplier information document, and distribute to the MOA employees and BPC.

• Liaison with the website service provider in terms of keeping the MOA website and Residential portal up to date and active.

• Preparation of items required for annual AGM and General Meetings

• Assist in reception / sign in of residents at the annual AGM and General Meetings.

Requirements

• 5 years’ experience in an administrative position
• Minimum: High school diploma
• Ideal: Certification in administration
• Latest Microsoft Office package
• Previous experience on Glovent/SACO advantageous
• Knowledge of building plans and regulations highly advantageous
• Switchboard experience

Qualifications

No qualifications mentioned.

Salary & Benefits

Salary information not provided.

Skills/ Personal Attributes

• Self-driven
• Excellent customer care skills
• Exceptional communication skills
• Attention to detail.
• Professional appearance
• Strong problem-solving skills
• Ability to prioritise efficiently
• Ability to work independently.
• Ability to work as part of a team.
• Reliable
• Proactive
• Effective conflict management
• Ability to remain calm under stressful situations.
• Excellent interpersonal skills
• Extrovert