Admin Assistant

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.