Administration Assistant

SUMMARY:
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POSITION INFO:

Location: Stellenbosch
Industry: Residential Estate / Property Management

About the Estate

A premium, sustainability-focused residential estate in Stellenbosch is seeking a professional and organised Administration Assistant to support the Neighbourhood Manager and Trustees in the smooth day-to-day running of the estate.

This role serves as the central administrative function of the estate and requires strong organisational ability, discretion, attention to detail and a professional manner aligned with a high-standard residential environment.

Role Overview

The Administration Assistant provides full administrative, clerical and communication support to ensure efficient estate operations. The role involves resident liaison, trustee support, documentation control, meeting coordination and general office management.

The successful candidate must be confident, well-organised, proactive and capable of handling sensitive information with confidentiality.

Key Responsibilities

Office Administration & Reception

• Serve as the first point of contact for residents, contractors and visitors.

• Manage incoming calls, emails and correspondence.

• Draft and circulate letters, notices, warnings, meeting packs and reports.

• Maintain organised electronic and physical filing systems.

• Coordinate meeting logistics and prepare minutes.

Resident & Trustee Support

• Assist with preparation of Trustee meeting packs and AGM documentation.

• Maintain accurate owner, resident and contact registers.

• Support onboarding of new owners and estate agents.

• Track and follow up on outstanding compliance, documentation and contractor matters.

• Coordinate communication between residents, Trustees and service providers.

Financial & Reporting Support

• Assist with preparation of management reports and schedules.

• Capture and maintain maintenance quotations and invoice records.

• Maintain petty cash records where applicable.

• Support tracking of approved expenditure and budget documentation.

Compliance & Documentation Control

• Assist with administration of estate rules and building compliance processes.

• Issue notices and follow up under instruction from management.

• Maintain building application and contractor documentation records.

• Ensure documentation is securely stored in line with confidentiality requirements.

Communication & Community Support

• Assist with preparation and distribution of newsletters and notices.

• Maintain communication platforms and databases.

• Log and escalate resident queries and complaints appropriately.

Minimum Requirements

• Previous administrative experience, preferably within property, estate or facilities environments.

• Strong computer literacy (MS Office essential).

• Excellent written and verbal communication skills.

• High attention to detail and organisational ability.

• Professional, confidential and service-driven approach.

Key Competencies

• Strong administrative and organisational skills.

• Excellent communication and interpersonal ability.

• Discretion and confidentiality.

• Ability to prioritise and work independently.

• Community-focused attitude.