Office Assistant (Estate)

AtripleA recruitment & temps; Pretoria; On-site; ZAR 167,400 - 223,200; Full time

Job summary

A leading recruitment agency in Pretoria is seeking an Office Assistant to support various administrative duties. Responsibilities include managing switchboard operations, maintaining members' records, and liaising with the City of Tshwane Municipality. Candidates should have at least 5 years of experience in administration and possess excellent communication and customer care skills. A high school diploma is required, and certification in administration is preferred. Join a dynamic team with a focus on customer service and efficiency.

Qualifications

• 5 years' experience in an administrative position.
• Knowledge of building plans and regulations is highly advantageous.
• Previous experience on Glovent/SACO is advantageous.

Responsibilities

• Switchboard administration and call vetting.
• Maintain members data and update residential records.
• Drive the annual registration process for accredited estate agents.

Skills

Self-driven

Excellent customer care skills

Exceptional communication skills

Attention to detail

Strong problem-solving skills

Ability to work independently

Ability to work as part of a team

Reliable

Proactive

Excellent interpersonal skills

Education

High school diploma

Certification in administration

Tools

Microsoft Office

Glovent/SACO

Job description

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 with CoT and MOI regulations.
• Inform residents of the plan approval fee.
• Manage the deposit payable and correspondence regarding 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' details received from the Finance and HR Manager after transport registration.
• Maintain a speed dial list of the members/residents 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) regarding power outages, street light repairs, water reservoir and refuse removal.
• Escalate 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 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 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 to keep 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 [e-mail].

ATripleA Recruitment and Temps

www.aaaa.co.za