Office Administrator

1 week ago

Westville, KwaZulu-Natal, South Africa Pam Golding Properties Full time
Main Purpose of the Job

We are looking to employ a front desk administrator to ensure the smooth running of our office. The administrator will be based in Westville and will work full time. She will work hand in hand with our office manager and rental administrator.

Key Responsibilities
General Administrative Support
  • Provide daily administrative assistance to agents and management to ensure smooth office operations.
  • Manage incoming calls, greet clients, and handle front desk and gate access responsibilities.
  • Check and respond to office emails, distribute open hour notices and reminders, and send duty agent schedules.
  • Prepare and circulate weekly meeting reminders, national show day schedules, and other important office updates.
  • Maintain office filing systems, ensuring all documentation is accurately saved, filed, and easily accessible.
  • Monitor and manage office supplies and stationery orders.
  • Assist with printer issues and ensure all office equipment is operational.
  • Ensure office windows are checked and the alarm system is set at the end of the day.
  • Drafting minutes of each office meeting.
Listing and Property Administration
  • Prepare and process all listing documentation, including mandates, disclosure forms, listing slips, and Lightstone reports.
  • Capture, update, and manage property listings, reductions, and withdrawals on Alchemy and PropControl.
  • Allocate WLS (Westville Listing Services) and PLS (Pinetown Listing Services) numbers for all new listings.
  • Upload and resize property images, ensuring quality and consistency for marketing materials.
  • Save and organize all property photos and documents on the company drive.
  • Create listing slips on PropControl and ensure they are filed and stored correctly.
  • Remove sold properties from Alchemy and update internal files accordingly.
  • Label, record, and store property keys in clearly marked envelopes.
  • Update Google Sheets with new, active, and sold property data.
Marketing and Open Hour Coordination
  • Request and confirm on-show schedules with agents weekly.
  • Set up on-show events and open hours on Alchemy.
  • Prepare and send open hour reports, listing slips, and disclosure forms before each open hour.
  • Coordinate property advertising, ensure all listings are up to date, and assist with promotional activities.
  • Print and display referral materials and ensure window displays are current and visually appealing.
  • Capture new leads and update referral reports weekly.
  • Track and record property status changes, ensuring all sales and transfers are accurately reflected across systems.
  • Send out staff birthday announcements and team communications.
  • Support with basic reporting, document preparation, and ad-hoc administrative requests from management.
  • Uphold confidentiality and professionalism in all interactions with clients and team members.
Key Competencies
  • Strong organisational skills.
  • Excellent communication skills.
  • Must be confident and optimistic.
  • Ability to work in a team environment.
  • Ability to work under pressure.
  • Must be neat and presentable.
Education & Experience
  • Matric
  • Degree advantageous
  • Property experience
Knowledge & Skills Required
  • Prior provable property experience is a non negotiable.
  • FICA experience required.
  • Excellent verbal and written communication.
  • Computer savvy.

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