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

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

POSITION INFO:

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 driver’s 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: