Admin Manager

A2C52004-35D1-4277-8F7A-48D25A840E62; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading real estate agency in South Africa is seeking a highly organised Office Administrator/Admin Manager who is detail-driven. This full-time position involves managing front office operations, assisting agents, handling tenant applications, and overseeing financial records. The ideal candidate should have strong administrative skills and experience in real estate administration. This role offers opportunities for professional development in a dynamic work environment.

Benefits

Supportive team environment

Opportunities for training and development

Dynamic role with variety and growth

Qualifications

• Strong administrative and organisational skills.
• Experience in real estate administration (essential).
• High attention to detail and accuracy required.

Responsibilities

• Manage reception and handle all inbound calls and emails.
• Assist agents with rental and sales admin, applications, and marketing.
• Coordinate property maintenance and manage tenant applications.

Skills

Strong administrative and organisational skills

Experience in real estate administration

PayProp experience

High attention to detail

Strong communication skills

Ability to multitask

Professional and reliable

Tools

PayProp

TPN

Lightstone

CRM software

Job description

Office Administrator / Admin Manager Real Estate Agency – Full Time | Mon–Fri, 8am–5pm. We are seeking a highly organised, proactive, and detail-driven Office Administrator / Admin Manager to join our dynamic real estate team.

Front office & General admin

• Manage reception.
• Handle all inbound calls and emails, directing queries or actioning admin-related tasks.
• Maintain office supplies.
• Coordinate office maintenance, repairs and service providers.
• Keep a digital diary of leave, meetings, events and training for management and agents.

Agent Support

• Assist agents with rental and sales admin, applications, listing uploads, printing and marketing write-ups.
• Verify listing documentation; manage listing uploads, expirations and updates on MOON.
• Conduct credit checks and vetting on rental applicants (TPN).
• Ensure all listing photos, FICA documentation and mandates are correct and uploaded.
• Manage the WhatsApp Listing Group and provide timely updates.

Rental & Property Management

• Create properties, tenants and beneficiaries on PayProp.
• Upload lease documents and manage invoicing, reconciliations and variable charges.
• Coordinate property maintenance: quotes, contractor instructions, approvals and follow-ups.
• Manage tenant applications, vetting, affordability checks and reference verifications.
• Process lease renewals and renewal commission on procured and managed rental.
• Handle all queries and payments: maintenance, council, BC etc relating to managed leases.

Referrals – Inbound & Outbound

• Process all inbound and outbound referrals, ensuring contract compliance.
• Allocate referrals, track progress, provide weekly updates and manage referral communication.
• Prepare invoices, track payments and maintain referral logs.

HR, Payroll & Onboarding

• Manage the onboarding and off-boarding of agents and staff.
• Assist new agents with PPRA registration, LOAs, FFC submissions and platform activations.
• Maintain personnel files, leave registers and attendance records.
• Manage payroll cut-off submissions, incentives and commission statements.
• Prep payslips and comm slips and submit pay schedules.

Systems & Technology Management

• Administer all company systems: PayProp, MOON, TPN, Lightstone, CMA, TVA, Xero, 21Online, Google Drive, OneDrive, etc.
• Troubleshoot agent access and system usage.
• Maintain and manage office equipment (printers, phones, internet, water/coffee machines).
• Log support calls and keep agents informed of downtime/resolutions.

Financial Administration (Sales & Rentals)

• Invoice attorneys for sales commissions.
• Maintain accurate financial records, source documents and filing.
• Upload contractor invoices and payment instructions on PayProp.

Asset & Stock Control

• Manage the inventory of boards, gazebos, poles, marketing collateral and office equipment.
• Maintain check-out/check-in logs and issue invoices for missing items.
• Management maintain positive communication on office WhatsApp groups.
• Support agents, management, attorneys, suppliers, contractors and bond originators.
• Promote a positive, motivated and professional office culture.

Requirements

• Strong administrative and organisational skills.
• Experience in real estate administration (essential).
• PayProp, simple pay, CRM, TPN, Loom, CMA or similar system experience (essential).
• High attention to detail and accuracy.
• Strong communication skills (written & verbal).
• Ability to multitask and work under pressure.
• Professional, reliable and solutions-driven.

What We Offer

• A supportive team environment.
• Opportunities for training and development.
• A dynamic role with variety and growth.
• Exposure to one of the country's most recognised real estate brands.

How to Apply

Send your CV and a short motivational email with the subject line : Application – Office Administrator / Manager