Executive Personal Assistant & Property Administrator

SUMMARY:
Our client in the property management sector, based in Claremont, is seeking a highly organized and detail-oriented Personal Assistant with Property Administration experience to support the Managing Director with the daily operations of the property portfolio and the office. The ideal candidate will assist with day-to-day operational and administrative tasks, including property maintenance coordination, tenant relations, leasing support, and compliance.

POSITION INFO:
Key Responsibilities:

Personal Assistant and Executive Support (Primary Focus)

• Diary and Calander management, setting up of appointments and reminders, preparing agendas, and taking minutes.
• Act as the first point of contact
• Preparation of various documentation, filing and general administration
• Handling sensitive and confidential information with professionalism and discretion
• Renewal and administration of vehicle licences, sales, personal number plates, and filing
• Managing / updating various insurance policies + submitting and tracking insurance claims
• Family support and administration
• Some travel and transport management and assistant
• Basic IT support
• Obtaining clear approvals for every quote/ invoice / job
• Office Management – Stationery and office supplies, petty cash, cleaning management, equipment management, suppliers, and contractors
• Ability to anticipate needs, resolve issues with speed

• Tenant liaison – managing communications, and requests
• Maintain accurate tenant and property records, including lease terms, documentation, contact details, and filing
• Coordinate and schedule property inspections, repairs, and maintenance with vendors and contractors
• Prepare correspondence, reports, and documentation for leases, renewals, and notices
• Support leasing efforts, including tenant applications and onboarding documentation
• Monitor lease expirations and follow up on renewals or vacancies
• Ensure compliance with local property laws and company policies
• Track and manage utilities, service contracts, and insurance requirements
• Support and work closely with the Maintenance Manager – ensuring you are up to date with all outstanding duties, assist with obtaining competing quotes.
• Working closely with the Finance Manager – assisting with billing, collections, and invoices

• Proven experience as a personal assistant AND property administration
• Knowledge and experience with Leases, facility management, and various property requirements.
• Strong filing and organizational skills and attention to detail
• Excellent communication and interpersonal abilities
• Proficient in MS Office (Word, Excel, Outlook) Ability to multitask and manage time effectively
• High level of professionalism and discretion when handling sensitive information
• Matric certificate or equivalent; further education in property, business, or administration is advantageous