Hestia Beukes
Orewa,AUK
Summary
Results-driven professional with 13 years of extensive experience in office administration across diverse sectors. Proven expertise in precise data capture, high-volume task management, meticulous client information verification, and proficiency in Microsoft Office. Recognized for leadership, strong communication, problem-solving, and exceptional time management skills, consistently guiding teams to operational excellence.
Overview
13
13
years of professional experience
Work History
Retail Property Administrator
City Property Administration (Pty) Ltd
South Africa, Pretoria East
02.2022 - 09.2023
- Managed incoming calls and Facilitated in-person inquiries from clients and except deliveries.
- Assisted in formulating annual budgets for a portfolio of 10 buildings.
- Analyzed monthly income statements, compared with the actual budget, and provided detailed and accurate expenditure reports.
- Oversaw and balanced Petty Cash for multiple commercial buildings.
- Recorded precise minutes during leasing meetings and compiled reports for distribution to department heads.
- Coordinated procurement of office refreshments, stationery and cleaning supplies, maintaining a continuous and well-stocked office environment.
- Administered exhibition contracts, handling booking arrangements, compilation of contracts, and timely signing/payment processing before exhibition dates; conducted post-event account reconciliation.
- Typed memos and letters to tenants, communicating important notices.
- Monitored and reconciled generator diesel usage during power outages.
- Oversaw maintenance of office telecommunications equipment, including screens, telephones, and printers.
- Reconciled rubbish removal and air conditioning accounts for shopping center tenants, collaborating with other departments for corrections as needed.
- Issued weekly inspection schedules for building managers.
- Compiled and delivered a monthly report pack to the CEO, encompassing all shopping center building reports and marketing materials.
- Maintained an updated database of telephone numbers and names of managers for all shopping center tenants, ensuring emergency contact details were current.
- Conducted regular checks on shopping center websites and shop directory artwork, collaborating with the marketing department to ensure timely updates.
Data Capturer Supervisor
City Property Administration (Pty) Ltd
South Africa , Pretoria CBD
05.2017 - 01.2022
- Lead and oversee daily operations of Data Capturing team.
- Ensure thorough recording of incoming leases, authenticate signatures on lease agreements.
- Verify data accuracy aligned with lease schedules and department instructions.
- Maintain detailed records of turnaround times and processed volumes.
- Manage an average of 1200 leases monthly and address 1800 instructions.
- Produce monthly management reports on volumes, performance, and personnel metrics.
- Oversee attendance control, manage team leave, and conduct performance appraisals.
- Catalog errors in lease agreements, late instructions, and delayed agreements.
- Handle internal queries, ensuring compliance with company policy for smooth processing.
- Create a comprehensive register list for submitting all lease agreements along with their supporting documentation to the filing department.
- Conduct monthly training sessions utilizing MS PowerPoint to enhance team performance.
Data Capturer Controller
City Property Administration (Pty) Ltd
South Africa, Pretoria CBD
04.2016 - 04.2017
- Ensure thorough recording of incoming leases, authenticate signatures on lease agreements.
- Verify data accuracy aligned with lease schedules and department instructions.
- Maintain detailed records of turnaround times and processed volumes.
- Manage an average of 600 leases monthly and address 900 instructions.
- Catalog errors in lease agreements, late instructions, and delayed agreements.
- Handle internal queries, ensuring compliance with company policy for smooth processing.
- Create a comprehensive register list for submitting all lease agreements along with their supporting documentation to the filing department.
- Conduct monthly training sessions utilizing MS PowerPoint to enhance team performance.
- Coordinate and manage internal team events.
Data Capturer
City Property Administration (Pty) Ltd
South Africa, Pretoria CBD
07.2013 - 03.2016
- Professionally manage the creation and documentation of confidential tenant account and information, encompassing residential, commercial, and parking leases. This involves generating tenant reference numbers, recording rental amounts and dates with meticulous attention to detail, ensuring error-free data processing within stringent turnaround times, and handling extensive volumes of information on a daily basis.
- Efficiently handle modifications to tenants' accounts initiated by other departments, ensuring adherence to strict turnaround times. This encompasses processing both debit and credit transactions, such as those related to rent, repairs and utilities.
- Facilitate monthly processing of tenant deposit arrangements for billing purposes, and consistently pursue reconciliation to ensure accurate balance maintenance.
- Conduct monthly training sessions for fellow Data Capturers utilizing Microsoft PowerPoint.
Personal Assistant / Legal Secretary
Barnard Incorporated Attorneys
South Africa, Centurion
06.2012 - 06.2013
- Schedule client consultations and manage attorney calendars using Outlook.
- Open files, draft legal documents, including contracts, pleadings, and motions.
- Transcribe dictation from audio recordings using digital recording equipment.
- Contribute to trial preparation with a focus on confidentiality in handling personnel files.
- Acted as a liaison between clients, vendors, and attorneys, providing regular case updates.
- Compile accounts and actively pursue debtors through systematic follow-up.
- Conducted credit and deed searches, appointed tracing companies, and provided sheriff instructions through drafted execution letters.
- Efficiently manage switchboard operations, screening and routing calls in the absence of the receptionist.
- Established an efficient filing system for active and archived files.
Receptionist / Legal Secretary
Spruyt Incorporated Attorneys
South Africa, Pretoria
03.2011 - 05.2012
- Managed switchboard operations for efficient call screening and routing.
- Welcomed clients, addressed inquiries, and maintained professional guest interactions.
- Schedule client consultations and manage attorney calendars using Outlook.
- Open files, draft legal documents, including contracts, pleadings, and motions.
- Implemented organized diary filing system for traceable files, preventing oversight or misplacement.
- Transcribe dictation from audio recordings using digital recording equipment.
- Acted as a liaison between clients, vendors, and attorneys, providing regular case updates.
- Conducted credit and deed searches, appointed tracing companies, and provided sheriff instructions through drafted execution letters.
- Established an efficient filing system for active and archived files.
- Mentored junior team members and effectively managed employee relationships.
Receptionist / Administrative Assistant
Pangea Financial Solutions
South Africa, Pretoria
06.2010 - 02.2011
- Managed switchboard operations for effective call screening and routing.
- Welcomed clients, addressed inquiries, and maintained professional guest interactions.
- Coordinated manager's schedule, arranged appointments, and documented meeting minutes.
- Provided extensive administrative support, including typing and preparation of client documentation.
- Ensured accuracy in updating and maintaining customer/client information in the database.
- Proactively oversaw office equipment and supplies for optimal operational efficiency.
- Conducted systematic filing of correspondence to streamline documentation processes.
Education
3 Year National Diploma in Office Management & Technology (NQF 6) -
Tshwane University of Technology
Pretoria 11-2010
Operations Management Certificate -
Varsity College
Pretoria07-2017
Supervisory Management Certificate -
Insimbi Training
Pretoria07-2017
Microsoft Excel 2013 Intermediate & Advanced Certificate -
Adapt IT Training & Development
Pretoria10-2016
Project Management Certificate -
Varsity College
Pretoria07-2016
Pastel Accounting Certificate
Varsity College
Pretoria05-2011
Basic Bookkeeping Certificate
Varsity College
Pretoria01-2010
Skills
- Proficient in high-pressure, fast-paced task management with strict deadlines
- Exceptional attention to detail across all work aspects
- Strong customer service skills in interdepartmental interactions
- Effective time management for optimized productivity and deadline adherence
- Proven problem-solving expertise, efficient in resolving complex issues
- Advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
- Creative thinking and innovative problem-solving approaches
- Familiarity with MDA Property Management System
- Leadership qualities with the ability to motivate and inspire teams
- Bilingual proficiency for clear communication in multiple languages
Timeline
Retail Property Administrator
City Property Administration (Pty) Ltd
02.2022 - 09.2023
Data Capturer Supervisor
City Property Administration (Pty) Ltd
05.2017 - 01.2022
Data Capturer Controller
City Property Administration (Pty) Ltd
04.2016 - 04.2017
Data Capturer
City Property Administration (Pty) Ltd
07.2013 - 03.2016
Personal Assistant / Legal Secretary
Barnard Incorporated Attorneys
06.2012 - 06.2013
Receptionist / Legal Secretary
Spruyt Incorporated Attorneys
03.2011 - 05.2012
Receptionist / Administrative Assistant
Pangea Financial Solutions
06.2010 - 02.2011
3 Year National Diploma in Office Management & Technology (NQF 6) -
Tshwane University of Technology
Operations Management Certificate -
Varsity College
Supervisory Management Certificate -
Insimbi Training
Microsoft Excel 2013 Intermediate & Advanced Certificate -
Adapt IT Training & Development
Project Management Certificate -
Varsity College
Pastel Accounting Certificate
Varsity College
Basic Bookkeeping Certificate
Varsity College
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