Receptionist/Administrator

Findojobs South Africa; South Africa; On-site; ZAR 120,000 - 180,000; Full time

Job summary

A leading property management company is looking for a Receptionist to deliver a professional front-of-house experience while assisting in daily administrative tasks. This role requires excellent communication skills, strong organization, and multitasking abilities to ensure the smooth operation of the office and provide support to the property management team.

Qualifications

• Previous experience in a receptionist or administrator role.
• Excellent communication and interpersonal skills.
• Strong organisational skills and attention to detail.

Responsibilities

• Act as the first point of contact for all visitors and callers.
• Support property managers with administrative tasks.
• Assist with logging maintenance requests and coordinating appointments.

Skills

Communication

Interpersonal Skills

Organisational Skills

Attention to Detail

Microsoft Office

Job description

Job Purpose:

To provide a professional and welcoming front-of-house experience while supporting the property management team with day-to-day administrative tasks. You will play a key role in ensuring the smooth running of the office and maintaining high standards of service for clients, tenants, contractors, and visitors.

Key Responsibilities:

Reception & Client Interaction:

• Act as the first point of contact for all visitors and callers.
• Manage a busy switchboard, directing calls and taking accurate messages.
• Ensure the reception area is tidy, presentable, and stocked with marketing materials.

Administrative Duties:

• Support property managers with administrative tasks including producing tenancy documents, notices, letters, and reports.
• Maintain up-to-date digital and physical filing systems for tenant records, maintenance logs, and contractor information.
• Coordinate incoming and outgoing post, deliveries, and courier bookings.

Office Coordination:

• Monitor and restock office supplies and stationery.
• Book and prepare meeting rooms for internal and external use.
• Liaise with IT, maintenance, and service providers to ensure a well-functioning office environment.

Property Management Support:

• Assist with logging maintenance requests and coordinating contractor appointments.
• Help chase outstanding documentation or compliance certificates.
• Maintain accurate records of keys, fobs, and access codes.

Compliance and Data Entry:

• Input and update property, tenant, and contractor information in the management system.
• Ensure GDPR and confidentiality policies are followed at all times.

Person Specification:

Essential:

• Previous experience in a receptionist or administrator role.
• Excellent communication and interpersonal skills.
• Strong organisational skills and attention to detail.
• Good knowledge of Microsoft Office (Word, Excel, Outlook).
• Ability to handle sensitive and confidential information professionally.

Desirable:

• Experience working in a property management, estate agency, or facilities environment.
• Familiarity with property management systems (e.g., Qube, Arthur, MRI, Reapit).
• Basic understanding of property-related documents (e.g., ASTs, Section 21s, service charge notices).

Key Competencies:

• Professional and friendly manner
• Strong work ethic and reliability
• Ability to multitask and manage time effectively
• Team player with a proactive attitude
• Confidence dealing with people at all levels