Office Manager Personal Assistant

Location:

Cape Town, Western Cape, South Africa

Posted:

June 25, 2025

Contact this candidate

Resume:

Cindy Oosthuizen

Durbanville, Cape Town

062-***-****

*****.***********@*****.***

Profile

Generalizing with people - Learning the different personalities and qualities they have.

Working with the different kinds of people and expanding my knowledge to what I believe I can do.

I welcome new challenges and opportunities to better my skills and performance.

Employment History

Personal Assistant / Office Manager - First Right Damage Experts

August 2010 – May 2014

Office Manager - BondStr Property Solutions

June 2014 – August 2020

Duties:

Front Desk: • Ensuring professional coverage of the front desk at all times. • Primary point of contact for clients visiting and phoning the office. • Dealing with telephone and email enquiries. • Accurately relaying messages to Management and Agents timeously and ensure all messages has been communicated to parties by the end of the day. • Processing faxes, scanning and copying and distribution of same. • Ordering and arranging for maintenance, supplies of office equipment and stationery. • Purchasing of office supplies and refreshments. • Co-ordinate drinks orders, ensures reception area, meeting room and offices are clean. • Supervise the office cleaner. • Giving basic support and advice to customers, over the phone and face-to-face. • Maintain appropriate interpersonal relationships with agents, employees, peers and clients. • Welcome visitors and guests and direct appropriately. • Ensures that she is familiar with the telephone systems, office automation and IT networks/processes to deal with issues and problems.

Contracts – OTP’s: • Ensure CMA is attached. • Scans documents for uploading and emailing purposes. • Type letters to buyer/seller to be sent with copy of OTP and email client or ensures agent delivers if no email address is available. • Update and request information on Referrals / Shared deals

Agent support and back-up • Ensuring agent files contain all relevant signed contracts, office rules, service agreements, required EAAB and other statutory documents and are always 100% up to date. • Preparing relevant documentation for Sales Manager when new agents join. • Assist new agents to complete relevant documentation when joining and ensure signed documents are handed back for agent files. • Ensuring that new agents, order their first business cards and stickers – ensuring these orders are followed up and correct and distributed to the agents a.s.a.p. • Handing out agent’s boards and poles and updating record. • Assisting agents to set-up their laptops on the office network. • Familiarizing new agents with the office set-up and how to utilize facilities e.g., Printers, faxes etc. • Ordering new agents e-mail addresses and starter packs • Set-up of new agent profiles on the software. • Handing out of usernames and passwords to agents. • Setting up email for agent together with email signature. • Training new agents on how and when to submit advertisements. • Assist agents and familiarize them with available systems and tools to operate more effectively. • Assist agents with referrals and shared deals & normal deals and update information daily. • Distribution of emails, messages, correspondence, and other necessary information to agents as received and follow up whether they responded back to the clients. • Assist agents with administrative requirements if and when needed. • Assist agents with CMA reports if and when needed. • Provide training assistance and support to agents on software and other systems in order for them to operate effectively. • Providing general data and information to agents. • Checking on agents’ listings on the website and systems on a regular basis to provide feedback and support where needed. • Assisting manager to train agents on all office systems and procedures etc. • Take, transcribe, and type minutes of meetings, if necessary and required. • Assist agents with marketing material examples and providing support by showing them what is available. • Ensuring agents are provided with new calendar occasion email campaigns (Father’s Day, Worker’s Day etc.) and assist them with the necessary training to use these items. • Ensure training sessions attended by agents are noted in their personal files (Agent Appointment Checklist) • Handing all mandates to Office Manager to be signed off. • Keeping the Office contact list up to date • Updating agents passwords list • Updating the General Contact list • Creating a half day roster for Office administrators • Keep track of all Showhouses being sat by agents and mail to Office Managers if necessary and required

General • Set up and maintenance of agent’s scoreboards. • Assisting in preparing and ordering marketing and exhibition material as and when required by management e.g., pamphlets. • All other functions as deemed necessary from time to time and required by Management • Capture mandates, amendments and other related information on website. • Maintain records including faxing changes to RNS/ MLS • Capturing and following up on all RNS /MLS mandates given by agents • Creating Open Hour dates on RNS /MLS and mailing the time and date to the Office Manager.

Education

JG Meiring High School, Cape Town

Matric

January 1996 – December 2000

Courses

Cosmetology

Tygerberg College

January 2002 – December 2002

References

Wayne Rossi

BondStr Property Solutions

076-***-****