Receptionist / Administrator

We are looking for a receptionist with a background in Property Management based in Cape Town.

Salary : TBD

Area : Cape Town

Reporting to : Centre Manager

Position Info: Job Purpose

To be the first point of contact for incoming customers or callers. The role involves ensuring excellent customer service and maintaining a positive business image. Responsible for overall administration to ensure efficiency at the Centre.

Qualifications

• Grade 12

Experience

• Minimum 2 years in a documentation and secretarial environment, preferably in property management
• Knowledge of shopping centre/property management is advantageous

Duties and Responsibilities

• Answering calls, taking messages, sending emails, and updating the telephone speed dial list
• Assisting contractors with parking ticket validation
• Helping walk-in customers with queries or complaints
• Maintaining a neat reception area
• Checking statements and liaising with suppliers
• Reviewing tenant charges monthly and verifying accuracy
• Checking rental guarantee terms
• Taking and distributing minutes of staff and contractor meetings
• Drafting management meeting minutes for approval
• Managing petty cash and reimbursement schedules
• Ordering stationery and issuing order numbers for quotes
• Filing for the Centre Manager and departments
• Preparing lease cover letters and notices
• Updating tenant and contractor databases
• Managing tenant turnovers and system entries
• Assisting with IPD data entry and verification
• Preparing and sending monthly trading density reports to tenants
• Maintaining insurance schedules and claims history
• Preparing tenant parking agreements and updating parking registers
• Delivering memos and assisting staff with miscellaneous tasks

Skills and Attributes:

• Excellent verbal and written communication skills
• Strong interpersonal skills
• Computer literacy in Word, Excel, PowerPoint
• Proven client liaison skills
• Sound administrative and problem-solving skills
• High-accuracy touch-typing skills