Office Assistant

SUMMARY:
Office Assistant (Estate)

POSITION INFO:

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 (e.g., 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.
• Ensure smooth operation of all office equipment e.g., telephone system and copier.
• Upkeep and general neatness of the storeroom.
• Maintain, update the internal contact / supplier information document, and distribute to the MOA employees and BPC.
• 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

Send your CV and latest pay slip to --------Please upload your CV here--------

ATripleA Recruitment and Temps

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