Real Estate Administrative Assistant at T.O.N Corporate Services

• We are seeking a highly organized and proactive Administrative Assistant to support day-to-day operations, property coordination and general administrative tasks.

Key Responsibilities

Administrative Duties:

• Organize and maintain digital and physical records of leases, service agreements, and tenant files.
• Handle administrative office tasks such as scheduling, filing, ordering supplies, and internal communications.
• Draft and send formal correspondence related to rent, lease renewals, property notices, and vendor communications.
• Support rent collection tracking and assist in preparing monthly reports and payment summaries.
• Assist in preparing documentation for new leases, handovers, and property take-ons.

Facility & Property Support:

• Monitor property conditions, conduct basic inspections, and report issues requiring repair or servicing.
• Assist in coordinating contractors, vendors, and repair personnel for timely maintenance work.
• Help maintain inventories for tools, cleaning supplies, and building materials.
• Support the logistics of tenant onboarding (move-ins) and offboarding (move-outs).
• Ensure compliance with basic safety and security standards across managed properties.

Property Acquisition Support:

• Assist in identifying and researching potential properties for acquisition and portfolio expansion.
• Help gather key data on locations, property conditions, rental history, and market value.
• Coordinate initial inspections or property visits and prepare notes or reports for review.
• Support communication with property owners, agents, or brokers during acquisition discussions.
• Maintain a database of acquisition leads and follow-up status for management tracking.

Requirements

• HND, or BSc in Business Administration, Estate Management, or a related field.
• At least 1 year of experience in real estate or any property-related role.
• Strong proficiency in Google Workspace. Microsoft Office (Word, Excel, Outlook) is a plus.
• Excellent organizational and communication skills.
• Ability to prioritize tasks, work independently, and manage time effectively.
• A proactive attitude and attention to detail.