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