Personal Assistant and Office Administrator

We are seeking a responsible, reliable, and highly organized Personal Assistant & Office Administrator to support the Branch Manager of one of the island’s leading real estate offices. This is a key role within the branch, acting as the Manager’s right hand and ensuring the smooth day-to-day operation of the office.

The ideal candidate will take ownership of administrative functions, office coordination, record-keeping, and communication with internal departments and external stakeholders. 

The Key Responsibilities are:

Personal Assistant & Managerial Support

• Act as the primary point of administrative support for the Manager
• Manage and prioritize tasks on behalf of the Manager
• Attend to the Manager’s personal and professional requirements with discretion and confidentiality
• Liaise with Head Office, suppliers, service providers, and relevant departments on behalf of the Manager
• Assist with scheduling, coordination, and follow-ups

Administrative & Office Management

• Handle general office administration and ensure smooth daily operations
• Maintain proper filing systems (digital and physical) and accurate record-keeping
• Ensure all documentation is organized, up to date, and easily accessible
• Oversee office upkeep, presentation, and coordination of office supplies
• Support compliance with internal procedures and company standards
• Insert and manage property listings on internal systems and online platforms
• Keep property files, contracts, and related documentation in order
• Assist with VAT returns and basic financial administration
• Track records, deadlines, and required submissions accurately

Communication & Coordination

• Communicate professionally with clients, suppliers, and internal departments
• Represent the Branch Manager and office in a professional and reliable manner
• Support team members with administrative requirements when needed

Required Skills & Competencies

• Highly organised with strong attention to detail
• Trustworthy, discreet, and able to handle confidential information
• Responsible, reliable, and proactive
• Strong communication and interpersonal skills
• Ability to multitask and work independently
• Comfortable working with systems, databases, and standard office software
• Willingness to learn – training will be provided

Personal Attributes

• Strong sense of ownership and accountability
• Team-oriented mindset – wants to feel part of a team and “own” the office
• Professional, approachable, and dependable
• Flexible and supportive attitude

Job Reference: SK008