Administration Assistant

Helderwky Estate; Brakpan; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Helderwky Estate in Brakpan is seeking an Administrative Assistant to provide comprehensive support to the Estate Manager and management office. The role involves maintaining accurate records, coordinating communication with residents and stakeholders, and ensuring efficient day-to-day office operations.

The ideal candidate will have strong interpersonal skills and the ability to handle multiple tasks effectively. Responsibilities include managing communication, preparing reports, and coordinating meetings.

Qualifications

• Strong interpersonal and communication skills to interact with various stakeholders.
• Ability to multitask and prioritize duties in a fast-paced environment.
• Proficiency in administrative tasks and maintaining filing systems.

Responsibilities

• Serve as the first point of contact for residents and service providers.
• Manage all incoming communication and ensure effective information flow.
• Prepare and distribute meeting agendas and minutes.

Job description

Job Purpose / Summary

To provide comprehensive administrative, clerical, and customer service support to the Estate Manager and the Estate Management Office. The Administration Assistant is responsible for ensuring the efficient day-to-day operation of the office by maintaining accurate records, coordinating communication with residents and stakeholders, supporting compliance with estate policies, administering estate facilities, and providing professional administrative assistance that contributes to the effective management of the estate.

Key Responsibilities and Duties

• Serve as the first point of contact for residents, homeowners, tenants, visitors, contractors, and service providers.
• Manage incoming telephone calls, emails, correspondence, and walk-in enquiries.
• Communicate with the Board of Directors, Estate Manager, homeowners, residents, tenants, contractors, and service providers.
• Respond to resident and owner queries and escalation matters where necessary.
• Maintain homeowner, tenant, resident, contractor, and service provider databases.
• Manage the Estate Management Office and maintain filing systems.
• Prepare letters, notices, reports, agendas, and general correspondence.
• Draft routine correspondence on behalf of the Estate Manager.
• Schedule meetings, inspections, and appointments.
• Prepare meeting packs, take minutes, and distribute minutes.
• Coordinate AGMs, SGMs, Trustee Meetings, and committee meetings.