Orion Group Is Hiring: Personal Assistant To The Property Manager – Johannesburg, South Africa

CLOSING DATE: 16 June 2023

Job Title: Personal Assistant to the Property Manager

Job Purpose: The Personal Assistant to the Property Manager is responsible for providing administrative and executive support to the Property Manager in the management of properties and administration related to this. The Personal Assistant is expected to work in an organized and efficient manner to help the Property Manager achieve his goals quickly and to deliver quality services to clients, both internal and external.

Key Responsibilities:

Provide administrative support, including answering phone calls, responding to emails and drafting correspondence on behalf of the Property Manager.
Maintain the Property Manager’s calendar and schedule appointments and meetings with clients, contractors, tenants, and other stakeholders.
Receive visitors to the Property Manager’s office, provide directions and ensure their comfort.
Prepare reports, memos, and presentations for the Property Manager’s review and approval.
Conduct research and gather information for the Property Manager on new and existing properties, market trends, regulations, and best practices in property management.
Coordinate with contractors, vendors, and other service providers to ensure timely completion of projects and maintenance tasks.
Prepare invoices and process payments for vendors and contractors if and when required.
Prepare leases, contracts, and other legal documents in consultation with the Property Manager if and when required.
Ensure compliance with company policies and procedures and regulatory requirements.
Manage the diary of the Property Manager.
Making all necessary travel arrangements (both domestic and international) for the Property Manager as and when required.
Scheduling meetings, preparing agendas and minute taking.
Arranging functions on behalf of the Property Manager as and when required.
Carry out any other duties as may be assigned by the Property Manager.

Skills and Qualifications:

Grade 12 or equivalent qualification.
A Tertiary qualification in secretarial, business administration and / or property management would be advantageous.
At least 3 (three) years of experience in property management or a similar role.
Excellent communication and interpersonal skills, with the ability to interact with people at all levels.
Strong organizational and time management skills, with the ability to multitask and prioritize tasks.
Attention to detail and a high level of accuracy.
Proficiency in Microsoft Office suite and property management software.
Knowledge of legal and regulatory requirements in property management.
Ability to work independently and as part of a team.
Discretion and confidentiality in handling sensitive information.

Working Conditions:

The Personal Assistant to the Property Manager will work in an office environment and may be required to work outside regular business hours to attend meetings and / or events related to property management. The job may require some travel within and outside the city of Johannesburg. The PA will report directly to the Property Manager and work closely with other staff of the Orion Group. The salary will be commensurate with experience and qualifications.