Business Operations Manager - Heriotdale

Headhunters; Johannesburg; On-site; ZAR 335,000 - 603,000; Full time

Job summary

Headhunters in Johannesburg is seeking a Business Operations Manager to oversee end-to-end tenancy processes, from applications and vetting to lease administration and admin tasks. You will lead tenant communication, oversee vacancy management and support financial reconciliations.

The role emphasizes improving processes, managing CRM systems, coordinating with building managers, and ensuring timely, accurate operational data while maintaining compliance and service quality.

Qualifications

• Matric
• Minimum of three years' experience in operations, administration, office management or a similar role involving end-to-end process ownership.
• Experience with tenant vetting, credit checks, lease administration and property management software is beneficial.
• Strong analytical and systems-thinking skills, with the ability to identify gaps, improve processes and document procedures.
• Excellent numerical accuracy and attention to detail when handling deposits, fees, refunds and financial reconciliations.
• Strong organisational, administrative and multitasking abilities.
• Proficiency in CRM systems, WhatsApp, email, spreadsheets, PDFs and other digital tools.
• A valid driver's licence is advantageous.

Responsibilities

• Tenant Applications and Vetting: Manage applications from document collection and identity verification to affordability assessments, credit checks, approvals, deposits, lease generation and signing.
• Leads and Letting Agents: Oversee lead allocation, response times, viewing arrangements, agent performance, monthly statistics, incentives and deal-related disputes.
• Tenant Communication: Monitor tenant communication channels, allocate enquiries, manage escalations, update service information and ensure timely responses.
• Tenancy Administration: Coordinate unit transfers, notices to vacate, move-in and move-out inspections, occupant changes, parking requests, complaints and incident reports.
• Property and Vacancy Management: Maintain accurate pricing and vacancy lists, prevent double bookings and reconcile unit availability with building managers and property records.
• Financial Administration: Oversee monthly tenancy updates, deposits, lease fees, refunds, payment requests and accurate capturing of information in the property management system.
• Building Manager Coordination: Support and monitor building managers, ensure inspections and key handovers follow procedures, and address operational issues promptly.
• Staff and Office Management: Assist with staff attendance, leave, rosters, system access, onboarding, offboarding, supplier records and general office administration.
• Systems and Process Improvement: Manage CRM processes, identify operational gaps, document requirements, test system updates, report issues and approve changes before implementation.
• Operational Support: Work closely with the Managing Director on projects, reporting, audits, backlogs, supplier matters and other business priorities.
• Performance Monitoring: Track application turnaround times, lead conversions, tenant response times, monthly reconciliations, outstanding tasks and compliance with operational procedures.

Education

Matric

Tools

CRM systems

WhatsApp

Email

Spreadsheets

PDFs

Job description

Business Operations Manager - Heriotdale

Reference PE004091

Location Gauteng, JHB - Central

Salary Interval Monthly

Package None-negotiable

Description Requirements:

• Matric
• Minimum of three years' experience in operations, administration, office management or a similar role involving end-to-end process ownership.
• Experience with tenant vetting, credit checks, lease administration and property management software is beneficial.
• Strong analytical and systems-thinking skills, with the ability to identify gaps, improve processes and document procedures.
• Excellent numerical accuracy and attention to detail when handling deposits, fees, refunds and financial reconciliations.
• Strong organisational, administrative and multitasking abilities.
• Proficiency in CRM systems, WhatsApp, email, spreadsheets, PDFs and other digital tools.
• A valid driver's licence is advantageous.

Responsibilities but not limited to:

• Tenant Applications and Vetting: Manage applications from document collection and identity verification to affordability assessments, credit checks, approvals, deposits, lease generation and signing.
• Leads and Letting Agents: Oversee lead allocation, response times, viewing arrangements, agent performance, monthly statistics, incentives and deal-related disputes.
• Tenant Communication: Monitor tenant communication channels, allocate enquiries, manage escalations, update service information and ensure timely responses.
• Tenancy Administration: Coordinate unit transfers, notices to vacate, move-in and move-out inspections, occupant changes, parking requests, complaints and incident reports.
• Property and Vacancy Management: Maintain accurate pricing and vacancy lists, prevent double bookings and reconcile unit availability with building managers and property records.
• Financial Administration: Oversee monthly tenancy updates, deposits, lease fees, refunds, payment requests and accurate capturing of information in the property management system.
• Building Manager Coordination: Support and monitor building managers, ensure inspections and key handovers follow procedures, and address operational issues promptly.
• Staff and Office Management: Assist with staff attendance, leave, rosters, system access, onboarding, offboarding, supplier records and general office administration.
• Systems and Process Improvement: Manage CRM processes, identify operational gaps, document requirements, test system updates, report issues and approve changes before implementation.
• Operational Support: Work closely with the Managing Director on projects, reporting, audits, backlogs, supplier matters and other business priorities.
• Performance Monitoring: Track application turnaround times, lead conversions, tenant response times, monthly reconciliations, outstanding tasks and compliance with operational procedures.

Please note that if you do not receive a response within two weeks, your application has been unsuccessful.