We are looking for an Admin Assistant in the Pretoria East area for an established Real Estate company.
Requirements:
- Proficient in Microsoft Office, especially Word, PowerPoint, Excel, and PDF Pro (including creating fillable PDFs).
- Excellent attention to detail and high-level spelling accuracy.
- Strong problem-solving skills.
- Fluent in both Afrikaans and English (Essential).
Responsibilities:
Reception
- Receive and welcome guests;
- Manage inquiries on the phone in person;
- Arrange refreshment for guests and meetings;
- Answer telephone professionally, screen and direct calls;
- Take and relay messages;
- Coordinate boardroom bookings;
- Help coordinate all courier distributions according to the SOP.
- Maintain a neat and organised reception area.
Secretarial function
- Assist the Head of Operations with secretarial and administrative tasks:
- General duties relating to a Personal Assistant;
- Diary management and scheduling of meetings;
- Typing and distribution of correspondence etc.;
- Travel and accommodation arrangements;
- Organize and maintain all physical and digital files in an orderly and accessible manner;
- Ensure all documents are properly labeled, categorized, and stored;
- Regularly update filing systems to reflect new and archived records.
- Adhere to confidentiality and data protection protocols when handling sensitive information.
Office Infrastructure
- Monthly stock take and ordering of office groceries;
- Printer supplies and submitting printer counts to supplier on a monthly basis. Setting up of staff on printer;
- Stock taking and ordering of office stationery;
- Liaising with the Office Park landlord in terms of complaints or requests from the employer.
Training Administration
- Manage the group’s National training administration in regard to:
- Arrangement and distribution of, save the dates and invitations for training sessions and workshops for all departments;
- Management of RSVPs and control of attendance lists;
- Printing, binding and collating of manuals, attendance registers, certificates and any related items where applicable;
- Distribution of communication and updates relevant to training and related matters;
- Attend to the set-up of training venues, set up of necessary tech and ensuring that all systems are working and ready;
- Ensure all training sessions are recorded accurately;
- Edit recordings as needed to maintain quality and clarity;
- Upload completed training session recordings to the HIVE platform in a timely manner.
Agent Onboarding
- Onboarding of new agents/users on various systems, as well as assisting office that attempt this process internally;
- Ensure access to necessary system permission and adherence to the group’s protocol;
- Informational updates e.g: photos, FFCs and contact numbers;
- Management of entire network’s email signatures including communication with Propdata to fulfil needed actions;
- Management of agent off-boardings ensuring access to all systems are closed and all necessary parties are informed and up to date.
General office administration, document and database management
- Attend to all the Employer’s general administrative tasks including:
- Typing of forms, letters and documents as required by employer:
- Minutes of meetings;
- Agendas of meetings; Etc.
- Read and edit/correct formal letters, memorandums and/or newsletters drafted by any of the Employer’s Senior Managers when required.
- Assist with Termination Franchises when required;
- Offer assistance to the Employer in maintaining computer files and directories with regard to the Employer’s franchise network;
- Maintaining and updating of the following contact lists:
- Franchisee;
- Employer’s staff;
- Power Partner;
- Panel Attorney.
- Archive files of terminated Franchisees.
Administration, template documentation and database maintenance
- Update and maintain the Employers template documentation in accordance with Employer’s CI Manual and strategies;
- Create, update and maintain template presentations in accordance with Employer’s Corporate Identity Manual and strategies;
- Compile and refinement of Power Point presentations, proposals and other presentations on an ad hoc basis, in accordance with Employer’s Corporate Identity Manual and strategies.
HUB meetings and group initiatives
- Assist with the coordination of HUB meetings and initiatives, including venue setup, refreshments, invitations, and marketing material.
- Help with typing and distributing meeting minutes.
- Support RSVP management and attendee administration for meetings and events.
- Assist with setting up, hosting, and recording online events and meetings.
General duties and own office administration
- Perform own office administration and maintain a user-friendly filing system (manual and electronic) to ensure quick and easy reference to original documentation;
- Conform to all relevant standard operating procedures;
- Ensure data is backed up to the server at all times;
- Perform or assist with general duties of the Employer when and if required.
Please note only shortlisted candidates will be contacted. If you have not heard from us in 2 weeks, please consider your application unsuccessful.
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