Personal Assistant/ Administrator

Description:

Job Overview:

We are seeking a highly organized, proactive, and adaptable individual to join our team as a Sales Branch Administrator/ Receptionist & Personal Assistant (PA) . This role combines administrative and personal assistant duties to support the sales team branch’s daily operations and ensure smooth communication between the sales team, management, and clients. The successful candidate will be responsible for administrative support, office coordination, document management, as well as providing personal assistance to the Sales Team.

Key Responsibilities:

Sales Branch Administration/ Receptionist:

• Assist with managing customer inquiries, both over the phone and in person, ensuring exceptional service.
• Manage office operations, ensuring all administrative tasks are handled efficiently.
• Coordinate and schedule meetings, appointments, and conference calls for the sales team.
• Maintain accurate records of sales, customer interactions, and branch activities.
• Prepare reports, presentations, and documents for internal meetings or client presentations.
• Organize and maintain filing systems (both digital and paper), ensuring compliance with company policies and procedures.
• Coordinate office supplies and inventory for the branch, placing orders as necessary.
• Act as a liaison between the sales team, clients, and suppliers to facilitate smooth operations.
• Creating daily mailers using Hubspot.
• Booking of show days when necessary
• Manage Petty Cash

Personal Assistant (PA) Support:

• Creating property brochures using Canva.
• Creating mailers using Mailchimp.
• Listing of properties on various portals
• Assist in organizing appointments for the sales team
• Managing & booking show days
• Manage posts on social media (i.e. facebook, instagram etc.)
• Ensuring updates on transfers are maintained on a weekly basis & communicated with the agents
• Managing stock files, outside displays are up-to-date & correct

Key Attributes:

• Proactive: Ability to take initiative and solve problems before they arise.
• Adaptable: Comfortable with change and able to manage multiple tasks simultaneously.
• Discreet: Professional in managing sensitive information with confidentiality.
• Customer-Focused: A dedication to providing excellent service to clients, both internal and external.

Benefits:

• Salary: R15k neg. - Depending on experience.
• Opportunities for professional development and growth.
• A dynamic and supportive working environment.

Requirements:

• Assist with managing customer inquiries, both over the phone and in person, ensuring exceptional service.
• Manage office operations, ensuring all administrative tasks are handled efficiently.
• Coordinate and schedule meetings, appointments, and conference calls for the sales team.
• Maintain accurate records of sales, customer interactions, and branch activities.
• Prepare reports, presentations, and documents for internal meetings or client presentations.
• Organize and maintain filing systems (both digital and paper), ensuring compliance with company policies and procedures.
• Coordinate office supplies and inventory for the branch, placing orders as necessary.
• Act as a liaison between the sales team, clients, and suppliers to facilitate smooth operations.
• Creating daily mailers using Hubspot.
• Booking of show days when necessary
• Manage Petty Cash

• Creating property brochures using Canva.
• Creating mailers using Mailchimp.
• Listing of properties on various portals
• Assist in organizing appointments for the sales team
• Managing & booking show days
• Manage posts on social media (i.e. facebook, instagram etc.)
• Ensuring updates on transfers are maintained on a weekly basis & communicated with the agents
• Managing stock files, outside displays are up-to-date & correct

• Proactive: Ability to take initiative and solve problems before they arise.
• Adaptable: Comfortable with change and able to manage multiple tasks simultaneously.
• Discreet: Professional in managing sensitive information with confidentiality.
• Customer-Focused: A dedication to providing excellent service to clients, both internal and external.

• Salary: R15k neg. - Depending on experience.
• Opportunities for professional development and growth.
• A dynamic and supportive working environment.

• Receptionist
• Admin
• Canva
• Google

• Proven experience as an administrative assistant, personal assistant, or similar role in a sales environment.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Excellent communication and interpersonal skills, both written and verbal.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, Canva, etc.) and general office equipment.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy in handling documents and data.
• Ability to handle sensitive information with discretion.
• Previous experience in the real estate industry is a MUST.
• Own car.
• Fluent in English.
• Must reside in CAPE TOWN.

• Proven experience as an administrative assistant, personal assistant, or similar role in a sales environment.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Excellent communication and interpersonal skills, both written and verbal.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, Canva, etc.) and general office equipment.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy in handling documents and data.
• Ability to handle sensitive information with discretion.
• Previous experience in the real estate industry is a MUST.
• Own car.
• Fluent in English.
• Must reside in CAPE TOWN.