Executive Assistant Domeo Resources International (DRI)
full-time
Main Function
The Executive Assistant - Real Estate provides high-level administrative, coordination and executive support to the executive responsible for the Group's Real Estate business.
The role supports the planning, coordination, monitoring and administration of the Group's real estate portfolio, including property development, property acquisition, property management, leasing, sales, construction projects and real estate investments.
The Executive Assistant will coordinate information between the Real Estate Executive, project teams, consultants, contractors, architects, engineers, property managers, legal advisers, finance teams, agents, tenants, clients and other stakeholders.
The role is responsible for maintaining accurate project and property records, monitoring key deadlines and deliverables, preparing reports and presentations, coordinating meetings and site activities, tracking project actions and ensuring that the Executive has timely and accurate information required for decision-making.
Role Responsibilities
Executive Support:
Provide comprehensive executive and administrative support to the Head of Real Estate/Executive responsible for the Real Estate business.
Manage the Executive's calendar, meetings, appointments and engagements.
Coordinate daily schedules and ensure timely communication of commitments.
Prepare meeting agendas, briefing notes, reports and supporting documents.
Assist in preparing the Executive for project, investment and property-related meetings.
Coordinate travel arrangements and itineraries where required.
Manage correspondence and requests directed to the Real Estate Executive.
Maintain an organised system for tracking executive assignments and deadlines.
Real Estate Portfolio Administration:
Maintain an up-to-date record of the Group's real estate portfolio.
Maintain information on properties owned, acquired, developed, leased, managed or under construction.
Maintain property profiles containing relevant ownership, location, development, financial and operational information.
Track the status of individual properties and development projects.
Maintain records of property-related documentation.
Ensure information relating to the portfolio is accurate and regularly updated.
Prepare portfolio summaries and reports for Management as required.
Property Development Coordination:
Provide administrative coordination for real estate development projects.
Track project milestones, deliverables and key deadlines.
Maintain project schedules and action trackers.
Coordinate information from architects, engineers, quantity surveyors, contractors and project consultants.
Follow up on outstanding project documentation and approvals.
Prepare progress reports and project status updates for the Executive.
Monitor agreed project actions and escalate delays or outstanding matters.
Assist with coordination of project meetings and site inspections.
Project Documentation:
Maintain organised files for each real estate development project.
Maintain copies of drawings, approvals, BOQs, contracts, reports, schedules and other project documents.
Ensure project documentation is properly indexed and easily accessible.
Track revisions to important project documents.
Maintain records of project correspondence.
Coordinate the circulation of project documents to authorised stakeholders.
Ensure confidential project and commercial information is securely maintained.
Property Acquisition Support:
Provide administrative support for property acquisition activities.
Maintain records of potential properties under consideration.
Compile property information received from agents, owners, consultants and other stakeholders.
Coordinate property inspection schedules.
Organise due diligence documentation for Management review.
Track outstanding documentation required for property acquisition.
Prepare property comparison schedules and summary reports as directed.
Liaise with Legal and Finance teams on documentation required for approved acquisitions.
Property Leasing and Sales Support
Maintain records of properties available for lease or sale.
Track enquiries, prospective tenants, buyers and property agents.
Maintain leasing and sales schedules.
Coordinate property viewings and meetings where required.
Track offers, negotiations and transaction status.
Maintain records of executed lease and sales documentation.
Follow up on outstanding documentation and approvals.
Prepare periodic reports on property leasing and sales activities.
Property Management Coordination:
ManageRentals
Support the coordination of property management activities.
Maintain records of tenants, leases, occupancy and property-related obligations.
Track lease commencement and expiry dates.
Monitor renewal deadlines and follow up with relevant teams.
Maintain records of property maintenance and major repair requirements.
Coordinate communication between property management teams and the Executive.
Prepare property performance updates when required.
Escalate significant tenant, maintenance or property issues to the appropriate authority.
Meeting and Stakeholder Coordination:
Coordinate meetings involving the Real Estate Executive and project stakeholders.
Schedule meetings with contractors, consultants, property agents, investors, tenants and other stakeholders.
Prepare agendas and supporting documents.
Record or coordinate the preparation of meeting minutes.
Maintain meeting action trackers.
Follow up with responsible parties on agreed actions.
Provide regular updates on outstanding matters.
Ensure meetings are properly documented.
Site Visit and Inspection Coordination:
Coordinate site visits for the Real Estate Executive and Management.
Prepare site visit schedules and itineraries.
Ensure relevant project information is available before site inspections.
Coordinate attendance of contractors, consultants and project teams.
Document key observations and action points from site visits.
Follow up on actions arising from inspections.
Maintain records of site visit reports and photographs where appropriate.
Real Estate Financial Coordination:
Liaise with the Finance Department on financial information relating to real estate projects and properties.
Assist in compiling project budgets, expenditure summaries and financial reports.
Track approved project expenditure against agreed budgets where assigned.
Maintain schedules of project costs and commitments.
Coordinate information required for funding and investment proposals.
Track rental income, property sales and other real estate financial information as required.
Escalate significant financial variances or funding requirements to the Executive.
Support preparation of financial information for Management review.
Investment and Business Development Support:
Assist in researching potential real estate investment opportunities.
Compile information on prospective properties and development opportunities.
Conduct basic market and property research as directed.
Prepare summaries of investment opportunities.
Assist with the preparation of presentations and investment proposals.
Coordinate information required for feasibility studies and investment assessments.
Maintain a pipeline of potential real estate opportunities.
Track the status of investment opportunities under consideration.
Contractor and Consultant Coordination:
Maintain records of contractors, consultants, architects, engineers, quantity surveyors and other project professionals.
Coordinate meetings and communication between project stakeholders.
Track submission of required reports and deliverables.
Follow up on outstanding documentation.
Maintain schedules of contractor and consultant engagements.
Assist in monitoring agreed project deliverables.
Escalate delays, unresolved issues or significant deviations to the appropriate Executive.
Legal and Regulatory Documentation Support:
Coordinate with Legal and relevant departments on property-related documentation.
Maintain records of title documents, leases, agreements, permits, approvals and other property records.
Track outstanding property documentation and approvals.
Maintain a schedule of important property-related deadlines.
Assist in compiling documentation required for due diligence.
Ensure documents received from external parties are properly filed.
Escalate legal or regulatory issues to the appropriate authority rather than providing independent legal advice.
Reporting and Management Information:
Prepare periodic reports on real estate projects and property activities.
Compile project status reports for Management.
Prepare schedules showing project milestones, costs, timelines and outstanding actions.
Prepare property portfolio summaries.
Track key performance information requested by Management.
Prepare presentations and briefing materials.
Ensure information presented to Management is accurate and properly supported.
Maintain historical records for reference and reporting.
Follow-Up and Action Tracking:
Maintain a comprehensive tracker of actions arising from Real Estate meetings, site visits and Management instructions.
Follow up with project teams, contractors, consultants and internal departments.
Monitor deadlines and deliverables.
Escalate overdue actions to the Executive.
Track completion of approved project activities.
Ensure decisions and instructions are properly documented.
Provide regular status updates to the Real Estate Executive.
Market Research and Intelligence:
Conduct research on property market trends as directed.
Gather information on property values, rental trends, development opportunities and competing projects.
Monitor relevant real estate developments within target markets.
Compile market information for Management review.
Maintain a database of relevant market information.
Support the preparation of market and investment reports.
Correspondence and Communication:
Draft and format official correspondence relating to real estate matters.
Manage incoming and outgoing correspondence for the Real Estate Executive.
Prepare letters, memos, notices and internal communications.
Ensure correspondence is properly documented and filed.
Coordinate communication between the Real Estate Office and Group departments.
Maintain professional communication with external stakeholders.
Follow up on correspondence requiring action.
Confidentiality and Records Management:
Maintain strict confidentiality of property, investment, financial and commercial information.
Maintain secure physical and electronic records.
Control access to sensitive real estate documents.
Ensure proper document version control.
Maintain confidential information relating to property acquisitions, negotiations and investments.
Report any suspected breach of confidentiality or information security.
Comply with Group policies on information management and confidentiality.
Administrative Support:
Coordinate administrative requirements of the Real Estate Office.
Maintain office supplies, equipment and administrative records.
Organise travel and accommodation for project and executive engagements.
Coordinate logistics for meetings, inspections and property visits.
Maintain contact databases for consultants, contractors, agents and other stakeholders.
Support preparation of presentations and management reports.
Ensure routine administrative activities are completed efficiently.
Process Improvement and Other Responsibilities
Review Real Estate Office administrative processes and recommend improvements.
Develop effective tracking systems for projects, properties and executive actions.
Support the standardisation of real estate documentation and reporting.
Identify gaps in project administration and recommend practical solutions.
Assist Management in improving information flow and project coordination.
Perform other duties reasonably assigned by the Group Managing Director, Head of Real Estate or other authorised Management personnel.
Qualifications and Requirements
Education:
Bachelor's Degree / HND in Estate Management, Real Estate Management, Business Administration, Project Management, Property Management, Economics, Finance or a related discipline.
A professional qualification in Estate Management or a related field is an advantage.
Experience
4 - 7 years of relevant experience.
Experience supporting senior management or executives.
Experience in real estate, property development, construction, property management or investment is strongly preferred.
Experience coordinating multiple projects and stakeholders.
Experience working with developers, contractors, consultants, property managers or real estate professionals is an advantage.
Experience in a Group or multi-business organisation is desirable.
Skills:
Executive Office Management
Real Estate Administration
Property Management Support
Project Coordination
Property Development Coordination
Property Acquisition Support
Property Leasing & Sales Administration
Project Documentation
Stakeholder Management
Meeting & Event Coordination
Report Preparation
Market Research
Microsoft Office Suite
Excel & Data Management
Document Management
Time & Schedule Management
Follow-Up & Coordination
Communication Skills
Attention to Detail
Organisation Skills
Problem-Solving
Commercial Awareness
Confidentiality & Discretion