Receptionist Vacancy at Broll Property Group (Grade 12 Only Required)

• Job Title: Office Administrator & Receptionist (East Point Shopping Centre)
• Company: Broll Property Group
• Location: Johannesburg, Gauteng
• Employment Type: Permanent
• Minimum Experience: Entry Level
• Primary Industry: Real Estate
• Functional Area: Administrative

Position Purpose

To provide comprehensive administrative and secretarial support at the Centre Management office of East Point Shopping Centre, ensuring efficient operations and excellent client service.

Requirements:

• Matric qualification.
• Additional experience in property management is advantageous.
• Thorough understanding of property management procedures.
• Knowledgeable in budgeting, service contracts, and leasing agreements.
• Minimum of 2-3 years of relevant administrative experience.

Essential Functions and Basic Duties

1. Switchboard Management
   • Operate the switchboard efficiently, handling all incoming calls promptly and professionally.
   • Resolve client queries and direct calls to the appropriate departments or personnel.
   • Ensure adherence to professional communication standards and timely resolution of issues.
2. Office Administration
   • Manage office supplies and stationery procurement.
   • Handle petty cash responsibilities and reconcile transactions.
   • Organize and maintain management packs and boardroom preparations.
3. Telephone Management System
   • Ensure the smooth operation of the Telephone/PABX system.
   • Provide regular management reports on call statistics and system updates.
4. Property and Facilities Management
   • Maintain accurate tenant schedules and update telephone directories.
   • Manage tenant turnover figures and process invoices online.
   • Coordinate with service providers and suppliers for office maintenance and supplies.
5. Client and Vendor Relations
   • Assist clients, tenants, vendors, and contractors with inquiries and requests promptly and effectively.
   • Foster positive relationships and ensure client satisfaction.
6. Internal Coordination and Support
   • Support department personnel and facilitate interdepartmental communication.
   • Keep management informed of operational activities, risks, and significant issues.
7. General Administrative Duties
   • Ensure cleanliness, security, and organization of the work area.
   • Complete assigned special projects and prepare for annual audits.
   • Handle tenant correspondence, complaints, and contractor liaison duties.
8. Facilities Management Administration
   • Manage accruals, purchase orders, and procurement processes.
   • Monitor and report on operational expenses, foot traffic, and security incidents.

Performance Measurements

1. Evaluate communication skills and professionalism in client interactions.
2. Assess efficiency and effectiveness in property operations administration.
3. Monitor accuracy, completeness, and timeliness of reports and communications.
4. Evaluate coordination and support provided to internal departments.
5. Review senior management’s awareness of operational activities and significant issues.
6. Assess the quality of business relationships maintained with vendors, contractors, and professionals.

Skills/Abilities

• Strong leadership skills and ability to coordinate and direct team activities.
• Effective problem-solving abilities and excellent communication skills.
• Proficiency in using maintenance equipment and computer applications related to office management.