Operations Administrator and Sales Support (Remote)

Smart Workforce Solutions; United States; Remote; USD 14,000 - 17,000; Full time

Job summary

Smart Workforce Solutions seeks a remote administrator to support an international commercial property portfolio from South Africa hours (06:00–14:00 SAST). You will own lease administration, maintenance coordination, and document preparation with a focus on accuracy and timely execution.

Join a distributed team to perform end-to-end operations, compliance tracking, and sales support across multiple property systems, delivering high-quality results with autonomy.

Qualifications

• 3–5+ years of administration in a fast-paced environment.
• Experience in property management, legal, or accounting administration is a plus.
• Proficiency in Microsoft 365 and DocuSign; quick learner of real estate software.
• Excellent written business English with high attention to detail.

Responsibilities

• Lease & Portfolio Administration: track documentation, follow up with tenants for compliance records, update property systems, and maintain schedules.
• Maintenance & Work Order Coordination: review open work orders, liaise with contractors, schedule tasks, and log invoices.
• Document Preparation & Verification: draft routine notices, verify names/dates/figures, and file documents.
• Sales Administration Support: monitor shared inboxes, format emails, set up DocuSign packages, and coordinate sales actions.
• System & Compliance Tracking: log task histories, maintain compliance matrices, and complete actions without reminders.

Skills

Microsoft 365

DocuSign

Written business English

Autonomy

Property admin software

Tools

Re-Leased

Realworks

Job description

The Role

Remote (South Africa) | Supporting an International Company

Monday – Friday, 06:00–14:00 SAST | Full-Time

R23 000 per month

Build an impactful remote career with an international commercial property firm while working convenient early-morning South African hours.

You will own operational and administrative workflows for a portfolio of commercial leases while providing flexible sales support during peak business hours. Balancing compliance tracking, contractor maintenance schedules, and document preparation, you will ensure seamless daily operations across multiple property systems. This role is ideal for a proactive administrator who thrives on end-to-end task execution, high accuracy, and cross-functional remote collaboration.

What You'll Do

• Lease & Portfolio Administration: Track documentation requirements, follow up with tenants for compliance records (e.g., insurance, service logs), update property systems, and maintain accurate portfolio schedules.
• Maintenance & Work Order Coordination: Review open work orders, liaise with contractors regarding scheduling and invoices, update system records, and elevate urgent facility issues promptly.
• Document Preparation & Verification: Gather details to draft routine operational notices, verify names, dates, and figures for accuracy, and maintain organized digital document filing.
• Sales Administration Support: Monitor shared sales inboxes, format correspondence, set up DocuSign packages, and coordinate time-sensitive sales actions as prioritized by leadership.
• System & Compliance Tracking: Log task histories, maintain compliance matrices in specialized property software, and track assigned actions through to completion without repeated prompting.

What You Bring

• Experience & Certifications: 3–5+ years of relevant administration experience in a fast-paced environment; a background in property management, legal, or accounting administration is highly advantageous.
• Core Technical/Specialized Skills: Proficiency in Microsoft 365 (Word, Excel, Outlook, Teams) and DocuSign, with the technical agility to quickly learn real estate management software (e.g., Re-Leased, Realworks).
• Background & Domain Expertise: Strong grasp of business administration, recordkeeping, and administrative workflow management within structured operational environments.
• Technical Translation / Delivery: Excellent written business English with high attention to detail when checking, drafting, and processing operational and sales documentation.
• Working Style: High autonomy, sound judgment on when to execute independently vs. elevate, and the adaptability to pivot smoothly between property operations and priority sales tasks.

Remote Work Requirements

• Hardware: Reliable personal laptop or desktop capable of running all role-required software.
• Connectivity: High-speed, stable internet connection with a backup plan for power or connectivity outages.
• Workspace: A dedicated, quiet, and professional home-office environment.
• Mindset: High self-discipline, excellent time management, and a strong track record of thriving in an autonomous remote setup.

Connecting the extraordinary talent of South Africa with businesses around the world.