Reception and Administration Assistant - Market related to experience & qualifications

Friday, 8 October, 2021
Beverley Van Den Berg     +27767235606
Helderberg  

 Retirement Village

Receptionist and Administration Assistant

Contact beverly@specerrogers.co.za 

List Of Functions.

Reception Desk:

  • Deal with enquiries from residents and visitors either personally or by directing them to the Estate Manager, Assistant Manager, Trustee or Service Provider as appropriate.
  • The position requires the appointee to communicate well with all Residents, Owners and Service Providers. The Appointee will need to develop a good understanding of who the residents are and what special circumstances may be influencing their lives from time to time.
  • The Appointee will assist Residents openly and honestly at all times taking into consideration their age of residents and challenges that they may face with regard to modern technology.

 Telephone:

  • Handle all incoming calls, direct complaints and enquiries as appropriate including messages to the Estate Manager, Assistant Manager and Trustees but not to residents.

 ADdministration:

  • Maintain the internal schedule of resident’s and owners’ details.
  • Provide Managing Agent with up-to-date information regarding changes in Ownership and Tenants
  • Assist with the distribution of paper-based notices to Residents.
  • Send electronic circulars/notices to owners/residents when required.
  • Maintain the individual Unit filing system.
  • Printing for Trustees and internal committees.
  • Maintain the Social Activities calendar
  • Look after Notice Boards
  • Purchasing of stationery and refreshments as needed.
  • Provide Security with updated information on Residents

 Services To Residents:

  • Control and issue access (RF) Tags; communicate all changes to Master Owners Association
  • Registration of new residents with NetVendor.
  • Assist residents where needed with electricity purchases.
  • Provide printing, copying, scanning and e-mail service to residents – at an agreed fee.

 New Residents:

  • Assist new residents with orientation and information.
  • Advise new (and existing) Residents re Internet options
  • Assist new (and existing) residents with Internet and telephone connectivity problems.

 DSTV – Stay Package:

  • Provide potential new users with details of the package – content, price etc.
  • Assist with completion of applications and cancellations
  • Provide Managing Agent with monthly reconciliation of DStv Stay Package customers and amounts payable by Body Corporate
  • Communicate with DStv re account and other service issues
  • Assist users only by directing them to a Service Provider when necessary.

 Assistance To Estate Manager

    • Control Residents access to & meeting requests with Estate Manager
    • Maintain Estate Manager filing system
    • Attend to the administrative aspect associated with Weekly Creditor payments
    • Maintain monthly Cost Control schedules
    • Maintain Pet Register
    • Type Circulars and other documents when requested by Estate Manager
    • Manage and control Petty Cash funds and provide Estate Manager with a monthly reconciliation
    • Manage “House Cleaning” contract to ensure that all work is attended to in accordance with the Contract

 Please send your cv and a recent head and shoulder photo to: 

beverly@specerrogers.co.za