<< Back to Careers Office Assistant (Estate)

Pretoria
Office Assistant
14000

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 temp@aaaa.co.za

ATripleA Recruitment and Temps

www.aaaa.co.za

#ATripleA #recruitment #vacancy # Office # Assistant 

 

 

Posted 2023-07-13

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