Personal Assistant to Property Portfolio Manager

Claremont, Cape Town, South Africa · FMS · PAFMS_01 expand job description ↓


Faircape Management Services (FMS), a subsidiary of the well respected Faircape Group was established in 1995 and currently manages over 170 Sectional Title Schemes and Homeowner Associations.

Our business has grown substantially since inception and we regard ourselves as a market leader in the field due to our competitive edge, ability to be innovative and to keep up-to-date with market needs and trends.

We have a vacancy for a Personal Assistant to Property Portfolio Managersat our modern, centrally located Claremont Offices. As PA you will provide administrative support to our Portfolio Managers in the day to day management of their building portfolios.

Duties for position will include, but is not limited to the following:

  • Answering of all telephone calls related to your portfolio in a friendly and professional manner
  • Actively assist all telephonic queries and aim to resolve in the quickest way possible
  • Replying to and sending of emails
  • Type letters, notices, minutes, AGM packs, printing and posting
  • Ensuring that each building has a file of all historic correspondence and that a minute book of each building is maintained
  • Website management - upload documents and registering of new clients
  • Communication with owners and tenants of a building and Building Managers on general maintenance taking place or special projects
  • Logging of all maintenance requests online via Netsuite Maintenance Logging Form. Ensuring that the weekly Job Monitor Report is received weekly
  • Logging of Maintenance items with the Service Department as per instruction from your Portfolio Manager or Building Manager
  • Answering of any general queries from homeowners iro levies/budget (basic queries). Ensuring that higher level queries are forwarded to the relevant Accountant
  • Distribution of monthly management accounts to Trustees every month
  • Handling of notifications of a security nature from a resident/homeowner/building manager, etc
  • Discussing with PM on course of action to follow and action as per the PM’s recommendation
  • Provide feedback to the complainant with regards to the course of action followed
  • If relating to a security breach immediately advise respective Portfolio Manager
  • Logging of all insurance claims reported directly via the Google Claims Form
  • Ensure that the weekly Insurance Claims Report is received and forward to the PM
  • Collating of information for the purpose of sending out an introductory Welcome Mailer to new clients
  • When your Portfolio Manager takes over a new building, ensure that a checklist of all required documentation has been received from the previous managing agent
  • Ensuring that statutory documents ie Rules, Plans, service contracts etc are saved on the Google Team Drive
  • Meeting administration, i.e. setting up of Trustee meetings and AGM's, preparing of agenda and printing of related documents
  • Ensuring that any short terms project is attended to as per the deadline received
  • Ensuring that all parties are informed of progress on short term projects for the effective management thereof
  • Collating of data for the CSOS annual submission, preparation of resolutions for CSOS, completion of CSOS forms and submission of documents to CSOS
  • General admin, filing, bulk mailing, phoning for proxies, etc



  • Senior Certificate

Experience and Knowledge

  • Computer literate
  • At least 2-3 years experience in an administrative role
  • Previous experience as a Personal Assistant advantageous
  • Experience in and knowledge of sectional title and property management (as advantage)
  • Solid knowledge of administrative systems
  • Excellent written and verbal communication skills
  • Organizational skills
  • Ability to compile accurate reports


Market related cost to company salary.

Personal information
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Application Details
Do you have experience in handling telephonic customer queries?
Do you have experience in writing professional emails and letters to customers?
Do you have experience in sectional title or property industry?