Position Overview

Company: Drostdy Properties (in conjunction with Abacus Management Company)

Location: Longlands Estate, Stellenbosch (with travel to other local listings)

Position Type: Full-time

Drostdy Properties is seeking a dynamic, highly organized, and proactive Property Admin & Executive Assistant to join our team. Stationed primarily at the prestigious Longlands Estate, this versatile role serves as the first point of contact for clients and plays a pivotal role in keeping our operations smooth, our transactions legally compliant, and our sales pipeline flowing.

The ideal candidate will seamlessly handle front-line reception, manage executive calendars, oversee critical property documentation, and take full ownership of deal administration and FICA compliance for both sales and rentals. This position requires local mobility, as the successful candidate will also assist with viewings and administrative tasks for smaller off-site apartment listings across the area. This role offers an exciting opportunity to grow within the broader Abacus Management Company (AMC) ecosystem, as the scope of work includes cross-functional projects across the group.

Key Responsibilities

  1. On-Site Property & Client Support (Local Travel Required)
  • Act as the face of Drostdy Properties at Longlands Estate, welcoming visitors, clients, and residents with professionalism.
  • Off-Site Viewings & Admin: Conduct initial property or estate viewings with clients on behalf of agents when required, including managing viewings and light administrative tasks for smaller apartments and external properties listed elsewhere.
  • Develop a deep understanding of Longlands Estate’s features, building timelines, and available inventory to confidently field client questions.
  • Support Drostdy Properties’ strategic vision to remain the dominant agent for Longlands’ new plot sales and resales, while assisting in expansion into new property markets.
  1. Deal & Transaction Administration (Sales & Rentals)
  • End-to-End Deal Management: Oversee and manage the administrative lifecycle of all property deals, including both sales transactions and rental agreements.
  • Contract & Mandate Control: Handle contract administration and mandate administration with high attention to detail—ensuring all listings, offers to purchase, and lease agreements are complete, fully signed, and securely filed.
  • Stakeholder Liaison: Coordinate smoothly between buyers, sellers, tenants, agents, conveyancing attorneys, and the finance team to ensure deals progress efficiently from signature to final handover/transfer.
  1. FICA Compliance Management
  • Compliance Administration: Take full responsibility for collecting, verifying, and organizing all Customer Due Diligence (CDD) documentation required under the Financial Intelligence Centre Act (FICA) for natural persons, companies, and trusts.
  • Risk Auditing: Ensure FICA compliance is successfully met before mandates are accepted or agreements are finalized, minimizing risk for the agency.
  • Record Keeping: Maintain up-to-date, structured, and regulator-ready FICA registers and client profiles in line with statutory requirements.
  1. Executive Assistant Support & Gatekeeping
  • Calendar Management: Coordinate and run the calendars for the executive team (Linda and Mary-Anne) in close conjunction with the AMC main office and group projects.
  • Communication Screening: Screen and manage incoming phone calls and emails, handling routine queries independently and prioritizing critical items for executive attention.
  • Efficiently schedule internal meetings, site visits, and project-related appointments to optimize executive time.
  • Provide ad-hoc administrative support for various group projects within Abacus Management Company (AMC).
  1. Daily Office Operations & CRM Management
  • Office Management: Oversee daily office operations to ensure a clean, professional, and fully functional working environment at the estate office.
  • CRM & Lead Nurturing: Maintain and update the company’s Customer Relationship Management (CRM) system with high accuracy.
  • Actively assist in canvassing leads by responding to basic client inquiries, segmenting clients into specific interest groups, and ensuring serious, high-intent leads are seamlessly handed over to agents to turn into sales.

Qualifications & Experience

  • Experience: Proven experience as an Executive Assistant, Personal Assistant, or high-level Property Administrator. Clear, hands-on experience handling real estate sales/rental administration and FICA compliance is highly advantageous.
  • Driver’s License & Transport (Essential): Must possess a valid South African driver’s license and have regular access to a reliable personal vehicle to facilitate off-site apartment viewings and external administrative errands.
  • Tech Savvy: Strong proficiency in CRM software (experience with lead management tools is a major plus) and standard office suites (MS Office/Google Workspace).
  • Industry Knowledge: A solid understanding of the South African property market, contract/mandate structures, and estate living dynamics.

Key Competencies & Attributes

  • Meticulous Attention to Detail: Essential for vetting legal contracts, tracking rental/sales pipelines, and ensuring error-free FICA records.
  • Organizational Mastery: Highly structured, detail-oriented, and able to manage competing priorities across different entities (Drostdy and AMC).
  • Exceptional Communication & Screening: Fluent and professional verbal and written communication skills, with excellent gatekeeping instincts.
  • Proactive, Independent & Mobile: A self-starter comfortable splitting their time between stationary office management and on-the-road property viewings.

What We Offer

  • A diverse and engaging work environment stationed at a premium estate.
  • Exposure to a broader portfolio of businesses and projects within the Abacus group.
  • The opportunity to be a foundational part of an expanding real estate brand.

How to Apply

Please send your CV and a brief motivational letter to linda@aaam.co.za by 24 July 2026.