Rental Administrator - Paarl

Pam Golding Properties

Western Cape, south-africa

Main Purpose of the Job An exciting opportunity has arisen for a full-time Administrative Assistant to join our Rentals Division at our Paarl office. The successful candidate will play a key role in promoting a welcoming and professional corporate image through the efficient and professional handling of clients, sales and rental agents, visitors and other stakeholders, whether telephonically, via email or through face-to-face interactions in the office or at appointments. The role will also be responsible for managing the Paarl rental administration function, covering both fully managed leases and tenant procurement, while providing essential day-to-day administrative support to the team. Key Responsibilities Typing/drafting of lease agreements, addendums, related documents and general correspondence, as required. Performing credit checks, bank checks and Lightstone checks on Landlord's per PGP protocols. Attend to general enquiries, correspondence, accounts, coding of City Council accounts, Body Corp and HOA accounts, where necessary, and forwarding same to the relevant Tenant/s for payment and monitoring same; where necessary forward the rates/levy account to PGP's rental administration division with required action stated thereon. Checking and signing off monthly debit order list/charges - rentals and tenant charges. Allocating rentals and payments on daily bank statements provided. Creating and maintaining of Property files on OwnCloud - all relevant documents and correspondence (Signed Lease Agreement, Rules, Mandate, Inspection reports) on file. Sending and receiving of e-mails, dealing with client matters. Dealing with client complaints and first line queries and where necessary referring these to the rental agent/s and / or management Managing the loading of properties on PGP's website via Alchemy, as directed. Update rental list and website /Alchemy Monitoring and controlling the monthly outstanding rental list by way of following up all outstanding amounts including outstanding water and electricity, where applicable. Ensuring that the administration in respect of lease fees, etc is done. Uploading new Lease Agreements, Landlord, Tenants details and supporting documents onto WeConnectU. This includes compilation of Addendums and sending Extension Input forms to the Accounts Department timeously - Control the return of signed documentation by Tenants and Landlords. To ensure that all leases are FICA compliant - sending all relevant paperwork to rental admin timeously in this regard. Update FICA as required. Dealing with Landlords and / or Tenants as and when required either by way of walk-ins or telephonically Release of deposits and payments/reconciliation of levies Manage insurance claims on behalf of landlords based locally or overseas. Deal directly with body corporates regarding levies paid, levies owed and issues to be resolved. Liaise and manage contractors assigned to maintenance of properties, i.e. Check the progress of maintenance done/to be done on a daily basis. Deal directly with banks on behalf of foreign owners receiving funds (rental) into their local banking accounts. Control and record keeping of all documents to be archived. - Liaise with Document warehouse as directed. FIC reporting for Somerset West Letting. Meet clients (landlords and tenants) at properties as required. Key Competencies The ability to build relationships with internal stakeholders with a willingness to actively support agents; Attention to detail; Ability to multi-task, whilst maintaining the quality standards of delivery; Self-motivated and energetic with the ability to use your initiative and work independently; The ability to work under pressure whilst maintaining a friendly and professional demeanor; A problem-solving attitude; Willingness to work after hours and/or over weekends if and when required. Education & Experience Matric Previous or current experience in an administrative role in rentals or real estate is compulsory; Must be fluent in either English or Afrikaans; Must have own mobile phone which may be used for business purposes. Knowledge & Skills Required Proficient in Word, Excel, Outlook; Deadline driven with excellent time-management skills; Excellent written and verbal communication skills, with the ability to represent our brand in all interactions; Excellent organisational and administrative skills with strong prioritisation skills. Deadline:11th November,2026

4 days ago

Executive Assistant & Operations Coordinator

ReWorks Solutions

Remote, south-africa

Full Time

About the Role We are looking for a proactive, highly organised and resourceful Executive Assistant & Healthcare Operations Coordinator to serve as the client's right-hand person across executive assistance, recruitment and HR, intake, and daily business operations. This is a varied, hands-on role suited to someone who can confidently manage multiple responsibilities, anticipate needs, solve problems independently and keep day-to-day operations running smoothly. The ideal candidate is more than an administrative assistant. They are a dependable, critical thinker who takes ownership, identifies opportunities for improvement and can move between different business functions with minimal supervision. Experience in ABA, healthcare operations or medical practice management would be a strong advantage. Requirements 1. Executive Assistance Provide direct administrative and operational support to the executive. Manage calendars, schedule meetings, coordinate appointments and organise priorities. Handle correspondence, follow-ups and general administrative tasks. Prepare documents, maintain records and ensure important tasks and deadlines are tracked. Anticipate the executive's needs and proactively address outstanding items. 2. Recruitment & HR Coordination Support recruitment activities, including candidate sourcing, screening, interview scheduling and follow-ups. Coordinate candidate communication and assist with the recruitment process from application through onboarding. Support employee onboarding, documentation and HR administration. Maintain accurate candidate and employee records. Assist with tracking recruitment progress and identifying outstanding hiring needs. 3. Intake & Client Coordination Support the intake process by managing enquiries, collecting information and coordinating next steps. Communicate professionally with clients, families and relevant stakeholders. Coordinate appointments, follow-ups and scheduling requirements. Monitor outstanding intake cases and ensure timely follow-through. Help maintain an organised and responsive intake process. 4. Daily Operations Coordinate day-to-day administrative and operational activities across the business. Manage competing priorities while ensuring deadlines and responsibilities are met. Identify operational gaps, resolve routine issues and escalate more complex matters appropriately. Maintain trackers, reports, documentation and internal systems. Communicate with internal teams to ensure tasks are completed and information flows effectively. Take ownership of projects, follow-ups and process improvements as needed. Minimum Requirements 3–5+ years of relevant experience in executive assistance, healthcare or ABA operations, recruitment, HR coordination, practice management or a similar role. Proven ability to manage multiple responsibilities across different business functions. Excellent organisational, time-management and prioritisation skills. Strong critical thinking, problem-solving and decision-making abilities. Excellent written and verbal English communication skills. A proactive, accountable approach with the ability to work independently and with minimal supervision. Strong attention to detail and consistent follow-through. Confidence using digital tools, scheduling platforms, spreadsheets and administrative systems. Ability to work in a remote environment and manage responsibilities reliably. Preferred Experience Previous experience in ABA, behavioural health, healthcare operations or medical practice management. Experience supporting an executive or business owner directly. Exposure to recruitment, talent acquisition, HR administration and employee onboarding. Experience with client intake, appointment scheduling and case coordination. Familiarity with healthcare management systems, applicant tracking systems (ATS), CRMs and workflow tools. Ideal Candidate Profile The successful candidate will be a dependable, solutions-oriented professional who enjoys variety and takes pride in keeping a business organised and moving forward. They should be comfortable switching between executive support, recruitment, intake and operations without losing track of priorities. They will be able to identify what needs attention, take initiative, communicate clearly and follow tasks through to completion without needing constant direction. We are open to candidates with different strengths, including experienced executive assistants, ABA operations coordinators and medical practice managers. The priority is finding someone versatile, resourceful and capable of becoming a trusted right-hand person to the client. Originally posted on Himalayas

8 days ago

Ap - Personal Assistant | Remote South Africa

D2B

Remote, south-africa

Full Time

We are seeking a highly organised, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative support, including diary and email management, billing, invoicing, and basic financial administration. The successful candidate will be responsible for managing day-to-day administrative tasks, coordinating schedules, handling correspondence, preparing invoices, maintaining financial records, and supporting the smooth and efficient operation of the business. The ideal candidate will have excellent organisational and communication skills, strong attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and professionalism. Key Responsibilities 1. Diary and Email Management Manage calendars, appointments, meetings, and schedules. Coordinate meetings, prepare agendas where required, and ensure appointments are scheduled efficiently. Monitor and manage incoming emails, prioritise correspondence, and draft or respond to routine communications. Follow up on outstanding emails, action items, and pending requests. Arrange travel, accommodation, and other logistical requirements when necessary. Maintain an organised schedule and proactively identify and resolve scheduling conflicts. 2. Billing and Invoicing Prepare, issue, and distribute invoices accurately and within agreed timelines. Verify billing information, rates, quantities, and supporting documentation before issuing invoices. Maintain accurate billing records and update invoice trackers or financial spreadsheets. Monitor outstanding invoices and assist with payment follow-ups. Liaise with clients, suppliers, and internal teams regarding billing queries and discrepancies. Assist with preparing statements, expense summaries, and other billing-related reports. Ensure invoices and supporting documents are properly filed and readily accessible. 3. Basic Financial Administration Maintain and update financial records, spreadsheets, and administrative databases. Record and track business expenses, receipts, payments, and reimbursements. Assist with accounts payable and accounts receivable administration. Reconcile invoices, receipts, and payment records against available documentation. Assist in monitoring expenses and maintaining basic budget trackers. Prepare routine financial summaries and reports for management review. Support the preparation and organisation of documents required for bookkeeping and accounting. Liaise with accountants, bookkeepers, or finance teams to resolve routine administrative queries. Handle financial information confidentially and ensure records are maintained accurately. 4. General Administrative Support Provide day-to-day administrative assistance to management and other team members. Prepare, format, and maintain documents, reports, presentations, and correspondence. Maintain organised electronic filing systems and document records. Manage office supplies, administrative requests, and other operational tasks as required. Coordinate communications with clients, suppliers, and other stakeholders. Assist with data entry, record keeping, and updating internal systems. Track deadlines, follow up on outstanding tasks, and ensure administrative activities are completed on time. Undertake other reasonable administrative duties as required by the business. Requirements Required Qualifications and Experience Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Office Administrator, or in a similar role. Practical experience in billing, invoice preparation, and basic financial administration. Experience managing calendars, appointments, email correspondence, and business communications. Good understanding of basic accounts payable and accounts receivable processes. Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, or equivalent productivity tools. Experience maintaining spreadsheets, financial trackers, and administrative records. Strong written and verbal communication skills. Excellent organisational skills and attention to detail. Ability to manage multiple tasks, prioritise workloads, and meet deadlines. High level of professionalism and discretion when handling confidential business and financial information. Preferred Qualifications and Experience Relevant qualifications or training in business administration, finance, accounting, or a related field. Experience supporting senior management, business owners, or executives. Familiarity with accounting and invoicing software such as Xero, QuickBooks, Sage, or similar platforms. Experience preparing financial reports, expense summaries, and payment tracking records. Familiarity with cloud-based document management, scheduling, and task management systems. Experience working independently in a fast-paced or remote working environment. Originally posted on Himalayas

15 days ago

Assistant To The Executive: Sales (cpt)

Datafin

Cape Town, south-africa

Default

ENVIRONMENT:IDENTIFY and implement process improvements to increase efficiency and productivity by providing seamless, high-level administrative support as the next Assistant to the Executive: Sales wanted by a dynamic Micro Insurer. Your core focus will be providing administrative support to the Executive: Sales, including scheduling, coordination, communication, and daily sales operations logistics. You will also maintain accurate customer and product databases; collate sales reports and prepare PowerPoint presentations while coordinating arrangements for the annual Sales Conference. The successful incumbent must have Grade 12/Matric or equivalent and preferably hold a Secretarial or Administrative Assistant Diploma, or equivalent qualification with strong administrative & presentation skills, fast and accurate typing ability and proficiency with MS Office, particularly Excel, Word, and Outlook, is required.DUTIES: Identify and implement process improvements to increase efficiency and productivity. Maintain accurate customer and product databases and track relevant data. Arrange travel and itineraries for the Executive: Sales. Coordinate arrangements for the annual Sales Conference. Maintain organized documentation, filing system and prepare high level reports or presentations. Collate sales reports and prepare PowerPoint presentations. Provide administrative support to the Executive: Sales, manage complex schedules, coordination, communication, organise high level corporate meetings, and daily sales operations logistics. Assist with queries from District Branch Managers. Support performance analysis and help identify areas for improvement. Ensure effective coordination between teams and departments. Draft letters relating to the Sales Advisor Division as required. Prepare requisitions, including travel and refund requests, as required. Direct and coordinate daily office activities, facilities, and internal administrative workflows. Grade 12 or an equivalent qualification is essential. A Secretarial or Administrative Assistant Diploma, or equivalent qualification, is preferred. Minimum 4 – 5 years experience of relevant functional administrative or office support / management. Excellent written and verbal communication skills in English are required. Strong presentation skills are required. Proficiency in MS Office, particularly Excel, Word, and Outlook, is required. Strong attention to detail and a high level of accuracy. Ability to handle confidential information with discretion. Fast and accurate typing skills. Strong communication skills, with the ability to engage effectively with colleagues, other departments, and management. Good time management skills, with the ability to deliver results and meet deadlines. Self-motivated, with the ability to work independently and collaboratively as part of a team. Experience in the Financial Services industry. Additional language skills. Desired Skills: Assistant to the

15 days ago

Ap - Executive Assistant | Remote South Afria

D2B

Remote, south-africa

Full Time

Position Overview We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with experience in project management and operations coordination to provide administrative and operational support to senior leadership. This role combines executive assistance, project coordination, and day-to-day operations management to ensure efficient workflows, effective communication, and the timely completion of business priorities. The ideal candidate is a strong multitasker who can manage competing priorities, coordinate cross-functional teams, track project progress, and handle confidential information with professionalism and discretion. Key Responsibilities 1. Executive Assistance and Administrative Support Provide comprehensive administrative support to executives, including calendar management, meeting coordination, appointment scheduling, and travel arrangements. Prepare agendas, meeting minutes, reports, presentations, and other business documents. Manage emails, correspondence, and follow-ups on behalf of executives as needed. Organize and maintain digital files, records, and documentation. Monitor action items and ensure timely follow-up on decisions, commitments, and outstanding tasks. Handle confidential business information with discretion and professionalism. 2. Project Management and Coordination Assist in planning, organizing, and monitoring projects to ensure timely completion of deliverables. Develop and maintain project timelines, task trackers, status reports, and documentation. Coordinate with internal departments, external partners, and stakeholders to align project objectives and deadlines. Track project milestones, identify potential delays or risks, and escalate issues when necessary. Facilitate project meetings, document key decisions, and monitor the completion of assigned action items. Support the implementation of new initiatives, process improvements, and strategic business projects. Maintain visibility of project progress and communicate updates to management. 3. Operations Coordination Coordinate daily business operations to support smooth and efficient organizational workflows. Assist in developing, implementing, and maintaining standard operating procedures (SOPs), policies, and administrative processes. Monitor operational tasks, deadlines, and deliverables to ensure accountability across teams. Identify workflow inefficiencies and recommend practical solutions to improve productivity. Coordinate resources, schedules, documentation, and logistics for business activities. Support vendor coordination, procurement requests, and other operational requirements as needed. Maintain operational records, trackers, and reports to support management decisions. 4. Communication and Stakeholder Management Serve as a central point of coordination between executives, employees, clients, vendors, and other stakeholders. Facilitate communication and information sharing across departments. Follow up on pending requests, deliverables, and commitments to ensure timely resolution. Prepare clear and concise updates, summaries, and reports for leadership. Assist in coordinating internal meetings, business events, and team activities. 5. Reporting and Process Improvement Prepare regular administrative, project, and operational reports. Maintain dashboards, spreadsheets, and tracking systems to monitor progress and performance. Support data gathering, analysis, and documentation for business planning and decision-making. Recommend improvements to administrative workflows, project tracking, and operational processes. Assist with the implementation of productivity tools, project management systems, and other business applications. Requirements Qualifications and Requirements Bachelor's degree in Business Administration, Management, Operations Management, Project Management, or a related field; equivalent practical experience may also be considered. Proven experience as an Executive Assistant, Administrative Assistant, Project Coordinator, Operations Coordinator, or in a similar role. Demonstrated experience supporting executives and coordinating projects or business operations. Strong organizational, planning, and time-management skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office or Google Workspace, particularly spreadsheets, presentations, calendars, and document management. Familiarity with project management and collaboration tools such as Asana, Trello, Monday.com, ClickUp, Jira, or similar platforms. Strong attention to detail and the ability to manage multiple priorities in a fast-paced environment. Ability to work independently, anticipate needs, exercise sound judgment, and take initiative. High level of professionalism, discretion, and integrity when handling confidential information. Strong problem-solving skills and a proactive approach to identifying and resolving issues. Preferred Qualifications Experience supporting senior executives, directors, or business owners. Experience coordinating cross-functional projects and monitoring project deliverables. Knowledge of business operations, workflow management, and process improvement. Experience creating SOPs, reports, dashboards, and project documentation. Familiarity with task automation, productivity tools, and digital workflow systems. Experience working with remote or distributed teams is an advantage. Benefits Benefits Competitive salary based on experience and skill set 100% remote role work from home anywhere in the Philippines Paid local holidays aligned with the UK business calendar Opportunities for training and professional growth Work directly with a supportive UK team no agency middleman Long-term engagement with a stable and growing business Originally posted on Himalayas

17 days ago

General (va)

Toplent

Remote, south-africa

Full Time

About the job Toplent helps companies scale faster by connecting them with exceptional remote professionals from SEA, LATAM, and South Africa. We are currently partnering with a client who is seeking a proactive and highly organized Virtual Assistant (VA) to join their team on a full-time remote basis. The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities while providing excellent support to executives and team members. Responsibilities: Manage and maintain calendars, schedules, meetings, and appointments for team members Perform administrative tasks such as data entry, record keeping, and organizing digital files Coordinate projects and deadlines, ensuring timely completion within budget Assist with travel arrangements including booking flights, hotels, and ground transportation Conduct research and prepare reports or summaries for ongoing projects Communicate with clients and stakeholders on behalf of team members, ensuring timely and professional responses Support social media management and assist with basic content creation tasks Draft and edit emails, reports, presentations, and other business documents Handle confidential and sensitive information with discretion and professionalism Required Skills: Proven experience as a Virtual Assistant, Administrative Assistant, or similar role Strong organizational skills with exceptional attention to detail Excellent communication and interpersonal abilities Hands-on experience managing calendars, schedules, and meetings Proficient in Microsoft Office and Google Workspace (Docs, Sheets, Slides, Drive) Ability to work independently, prioritize tasks, and meet deadline High level of professionalism and confidentiality Knowledge of social media management and content creation (a plus) Benefits: 100% Remote Role (Work from anywhere) Competitive Salary in USD Career Growth & Development Opportunities Originally posted on Himalayas

20 days ago

Administrative Assistant

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