Personal Assistant

Excellerate JHI
Umhlanga, KwaZulu-Natal
Permanent

Department	Property
Minimum experience	Entry Level
Company primary industry	Real Estate
Job functional area	Administrative
Closing Date	15 November 2024

Job Description

Our identity

We are a prominent real estate services company that integrates specialized local knowledge with global standards to develop high-performance solutions that are tailored to the specific needs of our clients.
We provide guidance to property owners and occupiers on all aspects of their property strategies and support them in the development, acquisition, sale, leasing, valuation, and administration of their assets.
Our commitment to excellence and quality distinguishes us within the industry.

Why choose us?

Be a part of a culture that is forward-thinking, celebrates your finest work, and values the entrepreneurial spirit.
Enjoy opportunities for both personal and professional development, leverage unparalleled resources, and collaborate with talented property professionals.
At JHI, your contributions are celebrated and encouraged, guaranteeing a fulfilling journey as you progress in your career.

Regarding the position

We are in search of a proactive and highly organized Office and Lease Administrator to join our team and provide secretarial, administrative, and office management support for our KZN regional office and other offices in the region.
This multifaceted position, which is located at Reception, entails collaborating closely with the Chief Operating Officer (COO) and other senior staff to ensure the smooth administration of daily operations and provide seamless administrative support.

As part of your primary duties

You will be responsible for Lease Administration for a client portfolio.
This includes assisting with the compilation of lease agreements and renewals, as well as supporting the leasing process during peak periods.
Additionally, you will be accountable for the coordination of IT upgrades, the oversight of vehicle fleet management, and the management of office supplies in accordance with company policy.

In addition to these responsibilities, you will be responsible for managing switchboard duties, responding to telephone inquiries in a professional manner, and addressing a variety of ad hoc tasks as they arise.
Additionally, this position necessitates occasional assistance with event planning for company functions, wellness days, and staff events.

What you will contribute

A secretarial or administrative diploma and/or Grade 12
A minimum of three years of relevant experience. It is advisable to have experience in the commercial property sector.
Computer proficiency (MS Office – MS Office).
Exceptional verbal and written communication abilities.
Proficient in document preparation and typing, with a meticulous approach to the creation of meeting minutes and other correspondence.
Experience in the management of office resources, including a car fleet
Proficiency in office management procedures, which encompass the coordination of office operations and the administration of attendance registers.
Capacity to preserve office supplies, including stationery and refreshments.
Experience in event coordination Proficiency in IT coordination, including the ability to communicate with an IT division for technical support, resolve logging issues, and upgrade equipment.
Etiquette for professional telephone calls
Understanding of the fundamentals of leasing

What activities will you be engaged in?

The following are the primary responsibilities:

Offering administrative and secretarial assistance to the senior management team and the COO.
Overseeing the administration of Private Client leases, which encompasses renewals, new agreements, and the provision of support during peak periods.
Overseeing the coordination of office IT, which includes the resolution of issues and the upgrading of equipment.
Scheduling servicing and repairs, assuring policy adherence, and managing the car fleet.
Maintaining stock levels and overseeing the management of office supplies and refreshments.
Assisting in the organization and execution of office events, including team functions and wellness days.
Overseeing switchboard responsibilities and guaranteeing efficient communication with both internal and external stakeholders.