Enter a job title or keyword
Onsite Property Administration Assistant
Job Location:
Job Location:
Ballito - South Africa
Monthly Salary:
Not provided by the employer
Monthly Salary:
Posted:
20 June 2026 (30+ days ago)
Posted:
Application Deadline:
17 September 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job 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.
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.
Key Responsibilities
Estate Administration
Monday to Friday
Reporting Structure
Reports to:
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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 drivers licence advantageous.
- 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.
Monday to Friday
- 07:30 16:00
Reporting Structure
Reports to:
- Estate Manager
- Estate Scheme Manager
- Trustees
- Owners and Residents
- Finance Department
- Human Resources
- Insurance Brokers
- Service Providers and Contractors
Required Experience:
Junior IC
About Company
A trusted recruitment partner to South African companies For more than two decades, The HR Company has assisted organisations across diverse industries to identify and employ top talent across a broad spectrum of roles, functions and levels of seniority. Candidates See our Current Vac ... View more
