Administrative Assistant: Hartbeespoort - Pam Golding Properties

eg. Accountant or Accounting or Kempinski

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Job Description: Responsibilities, Qualifications, and Necessary Skills

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Pam Golding Properties Hartbeespoort is looking for an ambitious, driven and motivated administrative assistant who wants to represent an Internationally recognised brand, to promote a welcoming and professional corporate image, through efficient dealing with our clients, visitors and other callers, whether it is telephonically or by personal contact.

To assist and support the Franchise Principal and Agents in a busy real estate office in keeping databases up to date, acting as our referral champion and assisting with the smooth running of the office through the effective management of all administrative duties. They need to provide excellent customer service and adherence to all job requirements.

Applicants must have a valid driver's license and their own reliable vehicle.

Key Responsibilities

  • Quality Checking Listings carefully for spelling, grammar and picture quality for all agents
  • Monthly Stats
  • Responsible for Contracts, Lease Agreements, OTPs etc., including the collating and completing necessary forms, as well as preparing information files for lease agreements, and ensuring all supplemental documentation (Lightstone, FICA docs, etc) and information regarding natural persons or Juristic entities, including applications, credit checks and resolutions to be obtained are in place for the relevant input forms of the Principal and the agents
  • Liaise with tenants and landlords as required in respect of all matters relating to viewings, entrance and exit inspections and management of properties as applicable for the Franchisee Principal
  • Liaise with contractors regarding maintenance/and repairs, and cleaning of properties; manage invoices/job completion, etc. for the Franchise Principal
  • Assist in database management of buyers and sellers in the Hartbeespoort, Brits and Mooinooi areas
  • Make contact with buyers and homeowners to confirm their information is correct and up to date
  • General and ad-hoc tasks for the region and office as required
  • Help with any sponsorship days such as golf days, sports days; community involvement, etc



Key Competencies

  • MS Office Suite (Outlook, Word, Excel, PowerPoint, etc)
  • Offer exceptional customer service
  • Excellent verbal and written communication skills
  • Excellent telephone and front office manner representing the Pam Golding brand
  • Integrity is a key requirement in our business. Principled, values-driven behaviour is a must
  • Adapting and responding to change
  • Coping with pressure and setbacks
  • Attention to detail, and accuracy
  • Good with figures/admin and reconciling basic accounts
  • Deadline/follow up driven
  • Approachable, confident, optimistic and friendly demeanour
  • Ability to remain composed and resolve conflict
  • Completion of leases and other standard documents
  • Liaise with Bodies Corporate, HOA’s regarding levies and all issues related to properties in the area
  • Good interpersonal skills and service orientation
  • An ability to work independently, make own decisions and use own initiative, as well as the ability to work as part of a team
  • Possess the ability to prioritise
  • Solution orientated
  • Time management
  • Must be bi-lingual

Education & Experience

  • A Secretarial Diploma would be advantageous
  • Background/understanding in finance
  • Previous experience in a busy administrative role preferred
  • Proficient in MS Office, Internet Explorer, Excel, Outlook, etc.
  • Experience in dealing with client correspondence
  • Admin experience with Property knowledge is a bonus

Knowledge & Skills Required

  • Excellent verbal and written communication skills
  • Computer literate with sound knowledge of the Microsoft suite
  • Good interpersonal and listening skills
  • Must be willing and able to work irregular hours (including weekends and evenings)



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