Applications are hereby invited for the position of Administration Manager reporting directly to the Estate Manager at De Velde, a large residential lifestyle estate in Somerset West, Western Cape. Interested, experienced and suitably qualified individuals are invited to apply for the position. Please send your application to office@develde.co.za with a covering letter briefly describing why you believe you would be suitable for the position plus CV including references.
Knowledge
· Qualification and/or knowledge of the Sectional Title Law
· Administration, document management and similar background
· Facilities management and maintenance
· Proficiency in MS Office 365 including Teams and or other relevant software applications
Skills
· Excellent communication, collaboration, interpersonal and leadership skills
· Efficient organisational skills, with thorough attention to detail
· Ability to work independently and under pressure
· Service orientated
General Administration
· Reports to the Estate Manager communicating on day-to-day issues including organising staff meetings as required
· Compiles and submits a monthly report on all action that has taken place by the office with regards to compliance
· Ensures that meetings are appropriately convened, arranged and recorded
Office Administration
· Coordinates office activities and operations to ensure efficient management and compliance with policies and Standard Operating Procedures
· Creates and updates records and databases
· Follows standard procedures in filing and ensuring information security
· Updates and revises Standard Operating Procedures as required
· Logs maintenance issues
Financial Management
· Applies standard budgeting and bookkeeping procedures
· Maintains the office petty cash bank account including monthly reconciliations
· Performs procurement functions as required
· Facilitates receipt of invoices, confirmation of work done against order and approval for payment
· Ensures and monitors payment by managing agent
Human Resource Management
· Manages the workflow of office and administration staff
· Assists the Estate Management team with communication and any other tasks as required
· Maintains the staff leave record
Client Services
· Maintains the central office e-mail account and ensures all queries are answered within 24 hours
· Distributes incoming e-mails to people/parties they are intended for
· Manages complaints
Stakeholder Management
· Manages and monitors issues related to service providers
· Keeps records of orders and contracts
Facilities Management
· Manages/ assists with bookings for Lifestyle Centre facilities
· Oversees the cleaning of the Lifestyle Centre
Security Management
· Maintains the Access Control system in conjunction with the Facilities Assistant
· Loads new residents onto the Access Control system as well as other databases
Closing date for applications is close of business on Friday 14th July 2023
Note: Unless you are invited to attend an interview by Friday 21th July 2023 for the week following, please assume your application was not successful. Applicants will not be replied to individually.
Job Type: Full-time
Salary: R20,000.00 - R25,000.00 per month
Ability to commute/relocate:
- Somerset West, Western Cape: Reliably commute or planning to relocate before starting work (Required)
Application Deadline: 2023/07/14
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