Job Title: Office Assistant (Estate)
Company:AtripleA Recruitment & Temps
Job description: Job Summary Our client in the Estate Industry is looking to hire an Office Assistant.ResponsibilitiesReception 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 toATripleA Recruitment and Tempswww.aaaa.co.za#ATripleA #recruitment #vacancy # Office # AssistantAtripleA recruitment & tempsRecruiter
Expected salary: R14000 per month
Location: Pretoria, Gauteng
Job date: Wed, 09 Oct 2024 22:31:08 GMT
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