Office Assistant; Estate

Our client in the Estate Industry is looking to hire an Office Assistant.

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 (, 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 of stock levels for all office supplies.

· Upkeep and general neatness of the storeroom.

· 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.

Qualifications

· 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

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

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