Municipality Estates Assistant Job

 Understanding the Role and Responsibilities of an Estates Assistant and Estates Officer

Introduction

In the realm of property management and municipal administration, the roles of Estates Assistant and Estates Officer play pivotal roles in ensuring the smooth operation of property-related functions. Both positions, integral to the effective management of properties and leases, have specific responsibilities, requirements, and competencies that contribute to the success of the division they support. This comprehensive guide explores the key aspects of these roles, including their job purposes, responsibilities, competencies, and requirements.

1. Job Purpose and Key Responsibilities

Estates Assistant

The primary function of an Estates Assistant is to support the efficient operation of the division through various routine tasks. These tasks are essential for maintaining the division’s workflow and ensuring that property management processes are carried out effectively. The key responsibilities include:

• Preparation of Documentation: Estates Assistants are tasked with preparing lease agreements and related documents for approval. This involves drafting agreements, indemnities, and undertakings, as well as managing correspondence.
• Rental Submissions and Assessments: They handle rental submissions, including assessments, revisions, and preparation of termination advice, which requires careful attention to detail and accuracy.
• Financial Administration: Preparing accounts for various costs and council rentals is another critical responsibility. This includes managing invoices, tracking payments, and ensuring that financial records are accurate.
• Query Resolution: Estates Assistants address counter and telephone queries, providing information and resolving issues as needed. This requires good communication skills and a customer-oriented approach.
• Administrative Duties: Their administrative duties encompass data entry, general office functions, answering telephones, and maintaining diaries and records. Efficient handling of these tasks is vital for smooth operations.
• Document Management: They are responsible for filing documents, controlling the issue and receipt of files, and undertaking investigations, including drafting estimates.

Estates Officer

The Estates Officer role involves a higher level of responsibility compared to that of an Estates Assistant. The key duties include:

• Efficient Functioning of the Division: Estates Officers contribute to the division’s efficiency by independently completing complex tasks and implementing decisions made by councils and committees.
• Compliance and Administration: They ensure compliance with council and departmental policies, statute law, and subsidiary legislation. This involves investigating leases, administering council-owned property leases, and preparing relevant documents and reports.
• Land and Premises Allocation: Estates Officers manage the allocation of land or premises for municipal use, ensuring that such allocations align with municipal requirements and policies.
• Document Preparation and Meetings: They prepare documents, reports, and requisitions for approval, arrange and attend meetings, record proceedings, and implement decisions.
• Rental Management: Their responsibilities include preparing rental, termination, and abatement advices, assessing rentals for approval, handling arrear rentals, and instructing legal action if necessary.
• Record Keeping and Scheduling: Estates Officers maintain diary systems, records, registers, schedules, and procedures to ensure all activities are tracked and managed effectively.

2. Competencies Required

Both roles require specific competencies to perform their functions effectively:

• Influencing: The ability to persuade and negotiate with stakeholders to achieve desired outcomes.
• Technical Communication: Effective communication of technical information related to property management.
• Technology Usage: Proficiency in using technology and software relevant to  property management.
• Information Measuring and Monitoring: Skills in assessing and tracking information to ensure accuracy and compliance.
• Client Orientation and Customer Focus: A strong focus on meeting the needs and expectations of clients and customers.
• Service Delivery Orientation: Commitment to delivering high-quality service consistently.
• Action Orientation: Ability to take initiative and act promptly in various situations.
• Resilience: Capability to withstand and adapt to challenges and stress.
• Learning Orientation: Willingness to continually learn and improve skills and knowledge.
• Team Orientation: Ability to work effectively as part of a team, contributing to collective goals.

3. Essential and Preferred Requirements

Estates Assistant

Essential Requirements:

• Education: Grade 12 (NQF Level 4) or equivalent, with a certificate in Real Estate, Property Management, Built Environment, or Administration.
• Experience: 2 years of relevant experience.
• Driving License: A valid motor vehicle driving license.
• Computer Literacy: Proficiency in computer applications relevant to the role.

Preferred Requirements:

• Education: Tertiary qualification (NQF Level 6) in Real Estate, Property Management, Built Environment, or Administration.
• Experience: 3 years of relevant experience.

Estates Officer

Essential Requirements:

• Education: Grade 12 (NQF Level 4) or equivalent, with a certificate in Real Estate, Property Management, Built Environment, or Administration.
• Experience: 3 years of relevant experience.
• Driving License: A valid motor vehicle driving license.
• Computer Literacy: Proficiency in computer applications relevant to the role.

Preferred Requirements: 

Education: Tertiary qualification (NQF Level 6) in Real Estate, Property Management, Built Environment, or Administration.

• Experience: 4 years of relevant experience.

4. Remuneration and Benefits

The remuneration for these positions is structured as follows:

• Estates Assistant: The salary ranges between R208,686.56 and R270,896.51, depending on experience and qualifications.
• Estates Officer: The salary ranges between R264,549.62 and R343,387.13, reflecting the higher level of responsibility and experience required.

Benefits: Both positions come with a housing subsidy, leave entitlements, medical aid, and a pension fund. A 13th cheque is also included as part of the remuneration package.

5. Application Process

Candidates interested in applying for either role should ensure that they meet the essential requirements and preferably the preferred qualifications. Applications should be submitted by the closing date of 2024/09/13, referencing job number 72000164. For further information or assistance, candidates can contact the Human Capital department at 031 311 1622.

Conclusion

The roles of Estates Assistant and Estates Officer are integral to the effective management of property and lease-related functions within a municipal setting. Each role comes with its unique set of responsibilities and requirements, contributing to the overall efficiency and success of the division. Understanding these roles helps prospective candidates better prepare for their applications and provides clarity on what is expected in these positions.

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