Admin Assistant

POSITION PURPOSE

Responsible for the effective and efficient running of the Reception and Administration function.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for effectively handling and managing the switchboard
• Operates the switchboard and console to connect, hold, transfer all incoming calls
• Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channelling calls to the responsible persons/departments
• Provides general information to clients before transferring calls.
• Managing the telephone management system
• Ensures Smooth running of the PABX System
• Provides management reports with regards to call statistics as required
• Updates management system by programming it with new information and changes as it occurs inside the company
• Updates telephone lists as and when required
• Assumes responsibility for Reception duties:
• Signing in of contractors and managing contractors OHS documentation
• Managing the music system
• Booking of courier collections
• Managing of Lost Children process
• Managing of Lost property
• Managing of Wheel Chairs
• Managing of Wheel Clamping Payments
• Assumes responsibility for Office Administration Duties
• Managing of boardroom bookings
• Stocking of Staff Kitchen
• Maintaining adequate stock of required stationery
• Taking meeting minutes as and when required
• General Office administration duties – filing for General Manager, archiving of Tenant and Supplier Files annually
• Assumes responsibility for Administrative Responsibilities
• Maintain Tenant Database
• Maintain Customer Database
• Draft Mall Talk
• Distribute Newsletters as required
• Distribute Tenant communication as required
• Manage Kids Club database and membership
• Manage Brochure stands
• Assumes responsibility for ensuring professional business relations with Tenants, Customers, vendors, contractors and trade professionals
• Works to develop and maintain productive business relations with Tenants, Customers, Vendors, Suppliers, Contractors, etc.
• Act as Liaison between the Company and external contacts
• Ensure effective coordination of external services with Company operations
• Obtain and convey information as appropriate
• Promotes goodwill and a positive image of the Company
• Assumes responsibility for related duties as required or assigned.
• Ensures that work area is clean, secure, and well maintained
• Completes special projects as assigned
• Assist with other periodic duties as required
• Perform general administrative duties as required

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with Tenants, Customers, Vendors, Suppliers, and Contractors - Assistance is provided as needed
• Good working relations exist with Company personnel
• Good communication and coordination exist with Portfolio Management and Accounting personnel. Assistance is provided as required
• Management is appropriately informed of area activities
• Client Liaison and Administrative functions are completed in accordance with established standards, policies, and procedures

QUALIFICATIONS

EDUCATION/CERTIFICATION

• Matric

REQUIRED KNOWLEDGE

• Knowledge of basic accounting concepts, procedures and property industry advantageous

EXPERIENCE REQUIRED

• Reception / Secretarial related experience preferred

SKILLS/ABILITIES

• Manage, motivate and train
• Well organised and detail oriented
• Good math skills
• Good attention to detail and accuracy
• Cooperative and willing to assist others
• Excellent Communication Skills
• Administration Skills
• Dependable
• Self-Starter
• Excellent Computer Skills
• Flexible
• Good Interpersonal Skills
• Able to use PC, calculator, and other basic business mechanisms