Westlake: Executive Assistant & Property Support Administrator – Steenberg/Westlake/S-Subs (office-based)

Executive Assistant & Property Support Administrator Steenberg/Westlake/S-Subs (office-based) R30 000 – R35 000 Per Month Negotiable based on Qualification and Years of relevant experience Our Client, a boutique and highly reputable Commercial Property Management Firm is seeking a highly organized, detail-oriented, friendly and approachable professional Executive Assistant to support the Managing Director, Partner and wider management team in this dual-role of providing executive support while contributing to property management functions which includes maintenance coordination, tenant relations, leasing and compliance. One would describe you as being a highly resourceful, tech-savvy, pro-active and capable individual who is very strong in balancing administrative, operational and property-related duties in a fast-paced, client-centric environment. Key Responsibilities: Executive Support: Manage diaries and calendars, schedule appointments, prepare agendas and take meeting minutes Act as the first point of contact for internal and external stakeholders Prepare documentation, maintain filing systems and handle general administration Handle sensitive and confidential information with professionalism and discretion Manage vehicle-related administration including license renewals, sales, and number plates Oversee insurance policies, including updates, claims submissions and tracking Provide family-related administrative support where required Assist with travel arrangements and transport coordination Provide basic IT and administrative support Ensure clear approvals are obtained for all quotes, invoices and work undertaken Oversee office management including stationery, supplies, petty cash, cleaning, equipment and service providers Anticipate needs and resolve issues efficiently and proactively Property Administration Support: Serve as the first point of contact for tenant queries, maintenance requests and general communication Maintain accurate tenant and property records, including leases, contact details and payment histories Coordinate property inspections, repairs and maintenance with contractors and vendors Support leasing processes including tenant applications and onboarding documentation Prepare lease agreements, renewals, notices and related correspondence Monitor lease expirations and follow up on renewals and vacancies Assist with billing, invoicing, and rent collection in collaboration with the Finance Manager Ensure compliance with property laws, regulation and company policies Track utilities, service contracts and insurance requirements Work closely with the Maintenance Manager to stay updated on outstanding tasks and assist with sourcing quotes Perform ad hoc administrative and property-related duties as required by management Requirements: Matric certificate or equivalent; relevant tertiary qualification advantageous Minimum of 5 years experience as an Executive Assistant or Personal Assistant or Office Manager, with exposure to commercial property administration or facilities or a related field Working knowledge of lease agreements, commercial property and facilities operations Strong organisational skills with exceptional attention to detail Excellent communication and interpersonal skills Proficiency in MS Office (Word, Excel, Outlook) and ideally experienced with MAC operating systems Tech-savvy with the ability to quickly adapt to new software and systems Ability to multitask, prioritise, and manage time effectively in a fast-paced environment High level of professionalism and discretion when handling sensitive information Valid drivers license and own transport Preferred Qualifications: Experience in commercial property administration Sound understanding of rental laws and compliance requirements Key Competencies & Personal Attributes: Energetic, positive and proactive approach with a strong results-driven mindset Professional and confident communicator, able to engage effectively with executives, tenants, and service providers Strong sense of initiative with the ability to anticipate needs and resolve issues independently Client-centric approach with a focus on delivering responsive and professional tenant service Ability to read, interpret and apply commercial lease agreements Strong coordination skills, with the ability to manage and direct maintenance and service providers effectively Excellent organisational and multitasking abilities, with the capacity to manage competing priorities High attention to detail with strong accountability and consistent follow-through Working Conditions: Office-based (Steenberg Office Park) with occasional site visits Standard working hours: 08:30 16:30/17:00 (flexibility required based on operational needs) To apply for this role, please forward an updated and detailed copy of your CV , with a motivational summary to Lameez Herborn: