VACANCIES

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Department: Homeowners Association
Location: Garlington Estate, KwaZulu-Natal
Employment Type: Full-time

About Garlington Estate

Garlington Estate is a private residential estate in KwaZulu-Natal, managed with a strong focus on the quality of the estate environment, professional service and the day-to-day experience of its residents.

The Homeowners Association office is an important point of contact for residents, visitors, service providers and other stakeholders. We are looking for a capable, welcoming and highly organised Receptionist / Homeowners Association Administrator to join the team.

This is a front-facing role and the successful candidate will be an important first point of contact for residents and visitors. We are therefore looking for someone who is naturally friendly and helpful, while maintaining a professional manner, discretion and attention to detail.

Position Purpose

The Receptionist / Homeowners Association Administrator will provide a professional and welcoming reception service while supporting the Homeowners Association team with day-to-day administrative duties.

The successful candidate will be responsible for handling incoming telephone calls and general enquiries, directing queries to the appropriate member of the management team, welcoming residents and visitors, maintaining accurate administrative records and assisting with routine homeowner documentation and office administration.

The role requires someone who is organised, dependable and comfortable dealing with a wide range of people. The ability to listen carefully, understand a query and ensure that it reaches the right person is particularly important.

Key Responsibilities

Reception and Resident Service

• Act as the first point of contact for residents, visitors, contractors and other stakeholders entering or contacting the Homeowners Association office.
• Welcome residents and visitors in a friendly, professional and courteous manner.
• Answer incoming telephone calls promptly and professionally.
• Establish the nature of enquiries and refer them to the appropriate member of the management team.
• Take accurate messages, ensuring that the caller's name, contact details, nature of the enquiry and any relevant information are recorded correctly.
• Deal with routine enquiries where the information is readily available and refer more complex matters to the appropriate management team member.
• Receive visitors attending meetings with management and ensure that the relevant staff member is informed of their arrival.
• Maintain a calm and professional approach when dealing with complaints, concerns or difficult situations, escalating matters appropriately when required.
• Maintain confidentiality and exercise discretion when dealing with resident, staff and estate information.

Homeowner Administration

• Assist residents with requests for proof of residence documentation and other standard homeowner administration.
• Assist with maintaining accurate homeowner and administrative records.
• File documents systematically and ensure that records can be located efficiently when required.
• Assist with the preparation, scanning, copying and distribution of documents.
• Maintain appropriate filing systems for correspondence and administrative records.
• Assist with updating records and databases as required.
• Ensure that documents and information are handled securely and confidentially.

Office Administration

• Monitor office stationery and general office supply requirements.
• Obtain quotations or place orders for approved office supplies when required.
• Receive and check office deliveries.
• Maintain an orderly and professional reception and office environment.
• Assist with general administrative duties required by the Homeowners Association management team.
• Assist with preparing meeting rooms and ensuring that meeting areas are presentable when required.
• Provide administrative support to the Community & Events Manager and other members of the management team as reasonably required.

Communication and Team Support

• Communicate clearly and professionally with residents, colleagues, contractors and service providers.
• Ensure that enquiries are directed to the correct person and followed up where appropriate.
• Support effective communication between residents and the Homeowners Association management team.
• Work collaboratively with the estate management team while understanding the importance of maintaining appropriate professional boundaries.
• Assist with ad hoc administrative requirements and estate-related projects from time to time.

Candidate Profile

We are looking for someone who takes pride in providing a high standard of service and who understands that the way a resident or visitor is greeted and assisted reflects the standards of the estate.

The ideal candidate will be:

• Friendly, approachable and naturally helpful.
• Professional and well presented.
• Confident and comfortable speaking with people from different backgrounds.
• An excellent listener who can understand and accurately relay information.
• Organised and methodical, with strong attention to detail.
• Reliable and punctual.
• Calm and composed when dealing with busy periods or challenging enquiries.
• Discreet and trustworthy when handling confidential information.
• Able to work independently while also being a supportive member of the management team.
• Comfortable taking initiative within the scope of the role.
• Service-oriented without being overly formal or scripted.
• Someone who takes pride in creating a positive first impression.

Experience and Qualifications

The successful candidate should ideally have:

• Previous experience in a reception, administrative, office or customer-facing role.
• Excellent verbal and written communication skills.
• Strong organisational and administrative ability.
• Good computer literacy, including Microsoft Office.
• Experience with email, document management and electronic filing.
• A professional telephone manner.
• The ability to manage several enquiries or tasks while maintaining accuracy.
• A matric / Grade 12 qualification; additional relevant qualifications will be advantageous.

Experience within a residential estate, hospitality, property management, homeowners association or similar environment would be advantageous, but is not essential.

Personal Attributes

The successful candidate should be:

Professional
Represents Garlington Estate with warmth, maturity and good judgement.

People-focused
Enjoys assisting residents and visitors and understands the importance of making people feel heard and well assisted.

Accurate
Pays close attention to detail, particularly when recording messages, preparing documents and maintaining records.

Organised
Can manage routine administration efficiently and keep information and documentation in good order.

Discreet
Understands that resident and estate information must be treated confidentially.

Proactive
Recognises what needs to be done and takes appropriate action rather than waiting to be instructed on every task.

Adaptable
Can respond positively when priorities change or additional administrative support is required.

What We Offer

This is an opportunity to join a professional estate management team in a role that combines resident interaction, administration and day-to-day support to the Homeowners Association.

The successful candidate will be expected to take pride in the standard of service they provide and to contribute positively to the professional running of the estate office.

APPLICATION

Candidates should submit a comprehensive CV outlining their relevant experience and contactable references to : financemanager@garlingtonestate.com. 

Applications close on the 27th September 2026.