Estate Administrator & Operations Coordinator

Karen Tupper Recruitment; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Karen Tupper Recruitment is seeking an organised administrator to support estate management and resident communications in the Western Cape. You will manage queries, coordinate maintenance, and maintain estate systems and records for efficient operations.

Your role includes onboarding residents, handling service-provider interactions, and ensuring accurate documentation and compliance across administrative tasks.

Qualifications

• SA citizen with Matric/Grade 12.
• Experience in administration, property, hospitality, facilities or operations.
• Strong organisational, communication and customer-service skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Proactive, reliable and able to work independently and as part of a team.
• Computer literate with good Microsoft Office skills.
• Professional, patient and service-oriented with residents.
• Experience with estate or property management systems is advantageous.

Responsibilities

• Handle resident, contractor and service-provider queries and communications.
• Coordinate maintenance queries and follow-ups.
• Manage estate systems and records (Eqigate, PEC, Thinkspeed) and maintain accurate resident and access-control records.
• Assist with levy queries and escalate when required.
• Maintain estate records, databases and filing systems.
• Conduct audits of administrative and compliance processes.
• Provide feedback to Estate Management on outstanding queries.

Skills

Organisational skills

Communication skills

Customer service

Attention to detail

Microsoft Office

Education

Matric / Grade 12

Tools

Microsoft Office Suite

Job description

Key Responsibilities:

Administration & Resident Communication

• Manage resident, contractor and service-provider queries, correspondence and communication.
• Manage and coordinate maintenance-related queries and follow-ups.
• Manage estate systems including Eqigate, PEC and Thinkspeed and maintain accurate resident and access-control records.
• Handle levy and general resident queries, resolving or escalating where required.
• Maintain accurate estate records, databases and filing systems.
• Conduct regular front- and back-of-house administrative and compliance audits.
• Provide regular feedback to Estate Management on outstanding queries and operational matters.

Maintenance & Estate Operations

• Assist the Maintenance Manager with daily planning, task allocation and follow-ups.
• Coordinate maintenance requests and ensure residents receive appropriate feedback.
• Assist new residents with onboarding, documentation and system registrations.
• Provide first-line assistance with resident DSTV, internet and technical queries.
• Coordinate monthly stocktakes and ensure submissions are completed on time.
• Provide daily support and relief to the Front-of-House Receptionist.

Finance & Administration

• Facilitate and prepare invoices for weekly and monthly payment runs.
• Maintain accurate invoice records and filing.
• Prepare and submit monthly payroll information within stipulated deadlines.
• Attend Health & Safety meetings.
• Prepare and distribute meeting minutes and assist with following up on outstanding actions.

Requirements:

• SA Citizen
• Matric / Grade 12 qualification
• Previous experience in administration, property, hospitality, facilities or operations.
• Strong organisational, communication and customer-service skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Computer literate with good Microsoft Office skills.
• Professional, patient and service-oriented approach when dealing with residents, particularly elderly residents.
• Proactive, reliable and able to work independently and as part of a team.
• Experience with estate or property management systems would be advantageous.
• Reliable transport