Onsite Property Administration Assistant

SUMMARY:
The Onsite Property Administration Assistant provides administrative, operational, and customer service support to the Estate Manager, Trustees, and Estate Scheme Manager. The successful candidate will serve as a key point of contact for residents, owners, service providers, and stakeholders, ensuring that all administrative functions, communication, record-keeping, and scheme-related queries are managed efficiently and professionally.

The role requires a highly organised and proactive individual who can effectively manage multiple priorities while maintaining a high level of service delivery, with a focus on resolving queries within a 48-hour turnaround time.

POSITION INFO:
Key Responsibilities Estate Administration Provide day-to-day administrative support to the Estate Manager and Estate Scheme Manager. Ensure all estate records, files, and documentation are accurately maintained and updated. Maintain up-to-date owner, resident, and employee information. Manage correspondence, draft letters, and prepare communications on behalf of management. Ensure compliance-related matters are escalated and addressed timeously. Stakeholder Liaison Build and maintain professional relationships with Trustees, Owners, Residents, Estate Employees, Contractors, and Service Providers. Act as the first point of contact for estate-related queries, complaints, and requests. Ensure all complaints and requests are resolved or directed to the relevant department within 48 hours. Meeting Coordination Assist with the preparation and distribution of meeting agendas, notices, minutes, and related communications. Attend meetings when required and provide administrative support. Support the Estate Manager and Trustees with follow-up actions arising from meetings. Insurance Administration Coordinate and administer insurance claims on behalf of owners and the estate. Complete claim documentation and obtain all required supporting information. Liaise with insurance brokers regarding claim submissions and progress updates. Communicate excess payments and settlement processes to owners. Ensure finance is informed of expected insurance settlements. Coordinate requests for insurance certificates through the relevant broker. Financial and Levy Administration Forward levy clearance certificate requests to the Scheme Manager and Finance Department. Submit monthly schedules of additional charges to Finance by the required deadlines. Assist with administrative processes relating to owner accounts and levy-related matters. Compliance and Safety Assist with the administration and coordination of fire, life safety, and estate safety programmes. Ensure compliance records and documentation remain current. Escalate compliance concerns to the Estate Manager, Trustees, or Estate Scheme Manager as required. Reporting and General Support Prepare and submit weekly reports to the Estate Scheme Manager on scheme activities and developments. Provide support at the Estate Concierge Desk when required. Assist with additional projects and tasks as delegated by management. Minimum Requirements Matric (Grade 12). Minimum 2 years' experience in a Property Administration, Estate Administration, Body Corporate Administration, or similar role. Basic understanding of the Sectional Titles Schemes Management Act (STSMA). Proficient in Microsoft Office Suite (Word, Excel, Outlook). Valid driver's licence advantageous. Key Competencies Strong verbal and written communication skills. Excellent administration and organisational abilities. High attention to detail and accuracy. Strong customer service orientation. Ability to handle confidential information professionally. Effective problem-solving and conflict-resolution skills. Ability to work independently and as part of a team. Ability to prioritise tasks and meet deadlines. Comfortable working under pressure and managing multiple priorities. Working Hours Monday to Friday 07:30 - 16:00 Additional hours may be required from time to time to attend Trustee meetings, Annual General Meetings, or other estate-related functions. Reporting Structure Reports to: Estate Manager Estate Scheme Manager Works closely with: Trustees Owners and Residents Finance Department Human Resources Insurance Brokers Service Providers and Contractors