Sales/Marketing - Estate Agent Pretoria FULL TIME Job Summary 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 ATripleA Recruitment and Temps www.aaaa.co.za #ATripleA #recruitment #vacancy # Office # Assistant AtripleA recruitment & temps Recruiter