Job Description

Job Title:

Assistant Estate Manager

Location:

Thornbrook Golf Estate

Reports To:

Estate Manager / General Manager

Employment Type:

Full-Time

Salary:

10 000 CTC (Cost to Company) per month

Start Date:

01 August 2025

Position Summary:

The Assistant Estate Manager plays a key role in supporting the administrative and operational functions of the Golf Estate. This position is ideal for a detail-oriented and highly organized individual who excels at document management, communication, and maintaining accurate records. The role ensures that all estate-related documentation, communications, and records are managed efficiently and in compliance with internal policies.


In addition to core filing and communication duties, this role requires proactive administrative oversight of supplier documentation, internal reporting, and scheduling, as well as consistent follow-up to support estate-wide service delivery. The successful candidate will also assist in streamlining administrative workflows to support the overall efficiency of the Estate Office.

Key Responsibilities:

Administrative Support:

Maintain organized filing systems for estate records, contracts, resident documents, and service provider agreements (both physical and digital). Prepare, edit, and distribute internal and external communications, circulars, notices, and reports to residents, staff, and stakeholders. Assist in compiling and updating estate manuals, operational procedures, and resident information guides. Support meeting preparation including agenda compilation, minute-taking, and action item follow-up. Prepare weekly task lists, checklists, and reports for internal review. Assist with the digitization and archiving of estate documents. Track correspondence and follow-up actions using document control registers. Taking and preparing of minutes of meetings

Record Management & Compliance:

Update and maintain accurate records related to estate operations, maintenance schedules, staff rosters, and contractor logs. Assist in managing resident databases, property files, and contact lists. Ensure all files are kept current and stored in accordance with data protection policies. Monitor and track compliance documents such as insurance certificates, contractor documentation, and safety checklists. Maintain audit-ready records and support estate audits or inspections with up-to-date documentation.

Communication & Coordination:

Assist in acting as the point of contact for administrative queries from residents and service providers. Coordinate the distribution of newsletters, announcements, and event information. Schedule meetings, appointments, and inspections for estate management and service providers. Follow up with service providers or internal staff on open items and task completion deadlines.

Procurement & Office Management:

Assist with the sourcing, procurement, and tracking of office supplies, estate consumables, and stationery. Maintain accurate records of supplier invoices, quotations, and purchase orders. Support petty cash and budget tracking for small office or operational expenses. Liaise with suppliers and service providers for quotes, contract renewals, and document submissions. Ensure the office environment is kept organized, professional, and stocked with necessary materials.

Technical / Computer-Based Skills (Enhanced for Camera Systems):

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for professional documentation, communication, reporting, and data entry related to security operations and maintenance logs. Familiar with camera monitoring software and digital video recording (DVR/NVR) systems for reviewing footage, exporting video clips, and managing surveillance archives. Skilled in document control systems (e.g., SharePoint, OneDrive) for storing maintenance schedules, camera footage requests, and incident reports. Experience using basic video management systems (VMS) for live monitoring and playback across multiple security cameras. Familiarity with communication platforms (e.g., Microsoft Teams, Zoom, WhatsApp Web) for coordinating with service providers and internal teams regarding camera maintenance or system issues.

Qualifications & Skills:

Required: Grade 12 with 1 year working experience in Office Administration.

Diploma or Degree in the relevant field will be an added advantage

Personal Attributes:

Reliability and Accountability: Consistently punctual, dependable, and takes ownership of responsibilities. Strong Organizational Skills: Effectively manages time, prioritizes tasks, and maintains accurate records. Excellent Communication: Demonstrates clear, courteous verbal and written communication, essential for internal and external interactions. Attention to Detail: Maintains accuracy in documentation and data entry, reducing errors and rework. Tech Proficiency: Comfortable using office software such as Microsoft Office Suite, with a willingness to learn new tools. Adaptability: Capable of adjusting to changing priorities, procedures, and technology in a dynamic office environment. Team-Oriented Attitude: Collaborates well with colleagues and contributes to a harmonious office culture. Proactive Problem Solver: Anticipates issues and takes initiative to resolve them independently when possible. * Discretion and Integrity: Handles sensitive information with confidentiality and maintains high ethical standards.