Job Description

Job Purpose The Administrative Assistant provides comprehensive administrative, operational, and office support to ensure the smooth, efficient, and professional functioning of the estate agency. The role supports management, agents, and external stakeholders while maintaining high standards of organisation, communication, confidentiality, and service delivery. Key Responsibilities & Duties (Responsibilities and duties include, but are not limited to the following): 1. Office Administration & Coordination Setting up appointments, scheduling meetings, managing calendars, and coordinating diaries for management and agents Distributing reports and managing correspondence between the office, agents, landlords, tenants, service providers, and external bodies Organising and effectively managing daily office operations Supporting the entire office and assisting team members whenever necessary Ensuring office operations run efficiently and professionally at all times 2. Communication & Front Desk Support Answering all incoming telephone calls promptly and professionally Forwarding calls to the appropriate person or department Taking and conveying messages accurately and timeously Greeting visitors and handling front desk reception duties when required Managing phone calls, emails, letters, packages, and general correspondence Calling customers and vendors to follow up on deliveries or requests 3. Records, Filing & Data Management Compiling, maintaining, and updating company records and databases Creating and maintaining filing systems (electronic and physical) File management and secure storage of sensitive and confidential information Updating spreadsheets and performing data entry tasks Maintaining accurate contact lists Compiling and maintaining records of office business transactions 4. Documentation & Reporting Preparing communications such as memos, emails, invoices, reports, and correspondence Writing and editing documents from reports, templates, and source material Creating email templates and standard office documents Collating and distributing mail and internal communications 5. Office Equipment & Inventory Management Operating office equipment including printers, phones, scanners, and other devices Ensuring office equipment is in good working order and logging service calls when necessary Managing office inventory, including stationery, groceries, and supplies Monitoring stock levels and reporting shortages to the Office Manager Working with vendors to ensure regular supply of office materials 6. Staff Support, Training & Supervision Assisting with training, onboarding, and supervision of junior agents and staff Supporting agents with administrative and compliance-related tasks Ensuring company policies and procedures are followed at all times 7. Marketing & Events Support Assisting with marketing administration where required Supporting awards, events, and office activities (including team-building events, functions, and celebrations) Assisting with planning, coordination, and execution of company social events Coordinating catering for meetings and company functions 8. Compliance & Professional Standards Following company policies, procedures, and operational standards Maintaining confidentiality, integrity, and professionalism at all times Ensuring excellent time and attendance Working overtime when operationally required Performing additional duties as assigned 9. Property & Lease Management Responsibilities Assisting with the administration and management of residential lease agreements Preparing, issuing, and tracking lease agreements, addendums, renewals, and notices Coordinating tenant onboarding, including: Vetting and background checks (credit, affordability, employment, landlord references) FICA compliance and document verification Managing rent escalations, and expiry tracking Monitoring rental payments and identifying accounts in arrears Issuing arrears notifications, reminders, breach notices, and correspondence as instructed Liaising with landlords and tenants regarding: Rental payments Lease queries Notices and compliance matters Maintaining accurate lease records, payment schedules, and tenant files Updating property and tenant databases with lease, financial, and contact information Assisting with inspections administration, including: Entry, interim, and exit inspections Filing inspection reports and photographs Coordinating maintenance requests and follow-ups (where applicable) and liaising with contractors Ensuring all lease-related documentation is stored securely and confidentially Supporting compliance with the Rental Housing Act, POPIA, and company policies Assisting with handovers between agents, landlords, and tenants to ensure continuity
Experience, Skills & Qualifications Required Experience Minimum of 3 years proven experience in office administration (estate agency experience advantageous) Qualifications Grade 12 (Matric) Secretarial or Administrative qualification (advantageous) Language & Communication Effective communication skills in English (verbal and written) Strong written and verbal communication skills Technical & Computer Skills Advanced computer literacy is essential Proficient in MS Office (Outlook, Word, Excel, PowerPoint) Advanced Excel skills required Strong technology and systems aptitude Competencies & Skills Excellent time management and organisational skills Ability to prioritise tasks in a fast-paced environment Strong attention to detail and accuracy Ability to work independently and as part of a team Meticulous, responsive, and deadline-driven Adaptable and comfortable in a corporate office environment Personal Attributes Professional dress and manner High level of integrity and discretion Maintains confidentiality at all times Team player with a positive attitude Self-motivated and takes pride in work Quick learner High emotional intelligence (EQ) Reliable, organised, and proactive

Skills Required