Esnery Shaba
Adminitrative Assistant
Johannesburg
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision. Detail-oriented with experience in customer service, data entry and office management.
Overview
12
12
years of professional experience
3
3
years of post-secondary education
4
4
Languages
Work History
Maintenance Administrator
Houss Rentals
Johannesburg
10.2023 - Current
- Maintain accurate inventory of tools and parts, reducing delays in repairs due to missing resources.
- Complaints and query logging and finalization on ticketing system (MEL)
- Follow ups and site inspections
- Managing maintenance teams of 15 employees and external contractors and ensuring efficiency on all sites
- Provide technical and leadership support to onsite maintenance teams
- Supervised teams of installers and mechanics to complete work on time and to company standards.
- Planning /strategic maintenance on all sites
- Coordination of construction snags
- Schedule inspections for incoming and outgoing units - Property Inspect
- Liaising with suppliers on cost effective and efficient parts, products and services to improve the maintenance on all or specific estates
- Resolve minor to major problems that may arise within a unit or estate e.g. Severe water leaks or water problems, electricity issues, solar issues, structural defects, defective materials through MDA job cards and internal systems
- Being familiar with regulations and compliance
- Budget and site labour allocation on monthly finance reports
- Ensuring there is enough material and stock on each site for effective operation
- Ensuring all site staff is on duty and carry out the satisfactory work with proper workmanship ethic and skill
- Managing maintenance staff efficiently
- Tenant costing on inspections, review and issue to finance - Property Inspect
- Reconciliations
- Procurement including issuing of orders (MDA and internal process)
- Work Remotely when required
Client Liaison Officer
Central Developments & Cosmopolitan Projects Group
Pretoria
11.2022 - 08.2023
- Collaborated closely with management on strategies to improve overall tenant satisfaction and engagement within the company.
- Collaborated with internal teams to develop customized solutions that addressed unique tenant challenges.
- Conducted regular follow-ups with tenants after issue resolution to ensure ongoing satisfaction and identify areas for improvement or additional support.
- Handled difficult situations with diplomacy and tact, navigating complex tenant relationships while maintaining a professional demeanor.
- Actively participated in team meetings and training sessions, sharing knowledge gained from work experiences and staying current with developments on site.
- Improved tenant satisfaction by addressing concerns and providing prompt resolutions to issues.
- Increased tenant retention rates by maintaining a proactive approach to problem-solving and conflict resolution.
- Managed approximately 30 - 40 incoming calls and 50 - 60 emails per day from tenants.
Rental Compliance Officer
Central Developments & Cosmopolitan Projects Group
Pretoria
05.2021 - 11.2022
- Ensure that all leases and necessary documents are loaded onto property management systems.
- Identify accounts that are in arrears by defined dates
- Client Administration – complete effective management of all client related administration duties such as knowledge of procedure of creating new/prospective client profiles; pulling of client accounts and statements, accurate updating of client accounts on live spreadsheets and attend to client queries
- Ensure that application forms are signed off, accurately recorded and submitted
- Managed approximately 40 - 50 application documentation from prospective clients.
- Assisted with internal and external audits to confirm compliance with applicable laws and regulations.
- Check and maintain rental vacancy lists
- Generate scorecards for prospective clients
- Assist rental Manager & agents/consultants with submissions of rental applications
- Calling approximately 40 - 50 live leads, setting up and confirming viewing appointments
- Liaising with the Customer care and Maintenance departments
- Lease extensions and negotiations
- Regularly analyze application procedures, practices, and documents to identify possible weaknesses or risks
- Warned violators of infractions or penalties.
- Maintained up-to-date knowledge of applicable laws and regulations.
- Reduced the risk of financial penalties by conducting thorough internal audits on a regular basis.
- Implemented successful remediation efforts following audit findings, minimizing adverse consequences for the organization.
- Enhanced public trust, ensuring transparent and ethical business practices were maintained across all operations.
- Maintained composure in stressful situations, confrontations, interviews and records searches.
- Managed relationships with regulators, maintaining open lines of communication to ensure transparent operations.
- Enhanced regulatory compliance by developing and implementing comprehensive policies and procedures.
Administrator
Hexing Electrical SA (PTY)
Midrand
03.2020 - 10.2020
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Maintained personnel records and updated internal databases to support document management.
- Established organized filing systems that streamlined document retrieval and reduced misplaced files.
- Maintained accurate documentation of company policies and procedures for easy reference by all employees.
- Served as liaison between 4 departments, fostering open communication channels that improved overall organizational function.
- Streamlined invoice processing, reducing average payment turnaround time.
- Oversaw maintenance of office equipment, minimizing downtime due to malfunctions or repairs.
Operations Manager
Trans Community Organization
Nairobi
07.2015 - 04.2018
- Collaborated with cross-functional teams to develop comprehensive project plans, ensuring all stakeholders were aligned on objectives and timelines.
- Supervised operations staff and kept employees compliant with company policies and procedures.
- Led hiring, on-boarding and training of new hires to fulfill business requirements.
- Developed and implemented strategies to maximize stakeholder satisfaction.
- Managed approximately 60 - 70 incoming calls, 100 - 150 emails and faxes per day from stakeholders and donors.
- Reduced budgetary expenditures by effectively negotiating contracts for more advantageous terms.
- Empowered employees to take ownership of their responsibilities, leading to increased accountability and improved performance outcomes.
- Increased donor contributions by streamlining operations.
- Analyzed and reported on key performance metrics to senior management.
- Directed initiatives to improve work environment, company culture or overall business strategy.
- Managed budgets effectively, consistently delivering projects on-time and within financial constraints.
- Spearheaded process improvements, resulting in increased productivity and reduced operational costs.
- Led successful change initiatives, ensuring seamless transitions during organizational restructuring efforts.
- Championed safety protocols to maintain a secure working environment, reducing workplace incidents significantly.
- Reduced operational costs through effective resource allocation and management of field teams.
- Interacted well with donors to build connections and nurture relationships.
- Recruited, hired, and trained initial personnel, working to establish key internal functions and outline scope of positions for new organization.
- Observed each employee's individual strengths and initiated mentoring program to improve areas of weakness.
- Implemented program strategies, increasing donor revenue, and effectively targeting new donors.
- Cultivated and strengthened lasting donor and stakeholder relationships using strong issue resolution and dynamic communication skills.
- Implemented innovative programs to increase employee loyalty and reduce turnover.
- Supervised creation of exciting fund raising events to catch attention of potential donors.
Assistant Operations Manager
Trans Community Organization
Nairobi
03.2014 - 06.2015
- Managed daily operations effectively, ensuring timely completion of tasks and accurate reporting of results.
- Improved communication within the team through regular meetings, updates, and open channels of communication.
- Collaborated with cross-functional teams to identify areas of improvement and implement solutions for optimal performance.
- Coordinated with General Manager in different operational issues and promotional activities.
- Established strong relationships with vendors, negotiating favorable contracts for goods and services while maintaining quality standards.
- Helped team members maintain professionalism by coaching each on methods for delivering exceptional service to every potential donor.
- Streamlined operational processes by implementing new strategies and procedures, resulting in increased efficiency.
- Oversaw logistics management for complex projects involving multiple stakeholders or tight deadlines.
- Managed approximately 50 incoming calls, emails and faxes per day from stakeholders and donors.
- Assisted in budget development and monitoring, identifying opportunities for cost reduction where possible.
- Ensured compliance with company policies as well as legal regulations at both federal and local levels.
- Coordinated with other departments on joint projects, streamlining processes for maximum efficiency across all project units.
- Enhanced employee performance by developing comprehensive training programs tailored to individual needs.
- Negotiated with suppliers for better pricing, enhancing budget efficiency.
- Developed comprehensive reports to inform management decisions.
- Led team to exceed quarterly goals through strategic planning and execution.
- Reported issues to higher management with great detail.
- Handled problematic stakeholders and donors to assist lower-level employees and maintain excellent customer service.
- Recruited, hired, and trained initial personnel, working to establish key internal functions and outline scope of positions for new organization.
Personal Assistant
Trans Community Organization
Nairobi
01.2013 - 02.2014
- Assisted in the preparation of presentations and reports, contributing to well-informed decision making.
- Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Managed approximately 70 - 80 coming calls, emails and faxes per day from stakeholders and donors.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
- Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
- Maintained appropriate filing of personal and professional documentation.
- Aided executive in personal tasks such as scheduling appointments or running errands when needed.
- Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
- Improved time management of the executive through effective prioritization and organization of tasks.
- Coordinated events and functions with attention to detail ensuring successful execution.
- Accomplished project deadlines by assisting with task completion whenever required.
- Contributed to strategic planning sessions, prepared comprehensive meeting minutes for future reference.
- Improved stakeholder communication, crafted and distributed concise briefing materials for executive presentations.
- Facilitated project completion, coordinated with cross-functional teams to meet deadlines.
- Boosted team morale, organized team-building activities that fostered positive work environment.
Program & Project Intern
Visions in Action
Harper
06.2012 - 08.2012
- Actively participated in brainstorming sessions for concept development and idea generation, bringing fresh perspectives to established processes.
- Applied problem-solving skills to resolve unexpected challenges that arose during ongoing projects swiftly and efficiently.
- Assisted in assembling project documentation for project manager, confirming inclusion of data and preliminary information.
- Produced professional reports, documents and presentations for project needs.
- Managed approximately 20 incoming calls and emails.
- Collaborated with team members to develop innovative solutions, resulting in increased overall project effectiveness.
- Demonstrated adaptability by taking on additional responsibilities when needed, contributing positively to the overall success of the team.
- Enhanced project efficiency by streamlining communication channels and organizing team meetings.
- Assisted in project planning for successful completion within budget and timeline constraints.
- Supported project managers in monitoring project progress, maintaining up-to-date documentation and reports.
- Maintained open lines of communication with supervisor and peers, ensuring prompt resolution of any issues or concerns that arose during the project lifecycle.
- Organized client visits and audits, preparing necessary documentation for project staff to employ during on-site inspections.
Education
Bachelor of Arts - Integrated Community Development
Daystar University
Nairobi, Kenya 08.2014 - 08.2017
Skills
Microsoft Word
Filing
Professional Communication
Relationship Building
Mail handling
Operational Efficiency
Budgeting and cost control
Microsoft Excel
Teamwork and Collaboration
Customer Service
Problem-Solving
Scheduling and calendar management
Timeline
Maintenance Administrator
Houss Rentals
10.2023 - Current
Client Liaison Officer
Central Developments & Cosmopolitan Projects Group
11.2022 - 08.2023
Rental Compliance Officer
Central Developments & Cosmopolitan Projects Group
05.2021 - 11.2022
Administrator
Hexing Electrical SA (PTY)
03.2020 - 10.2020
Operations Manager
Trans Community Organization
07.2015 - 04.2018
Bachelor of Arts - Integrated Community Development
Daystar University
08.2014 - 08.2017
Assistant Operations Manager
Trans Community Organization
03.2014 - 06.2015
Personal Assistant
Trans Community Organization
01.2013 - 02.2014
Program & Project Intern
Visions in Action
06.2012 - 08.2012
Languages
English
Bilingual or Proficient (C2)
Afrikaans
Bilingual or Proficient (C2)
Tumbuka
Bilingual or Proficient (C2)
Swahili
Elementary (A2)