Estate Operations Administrator

Profile Personnel; East London; On-site; ZAR 120,000 - 180,000; Full time

Job summary

A property management company is seeking an Estate Operations Administrator in East London, South Africa. This role supports daily operations, handles resident queries, and coordinates maintenance requests. The ideal candidate has 2-3 years of administrative experience, preferably in property management or a Homeowners Association environment. Strong organizational skills and proficiency in Microsoft Office are essential. Join a team dedicated to ensuring smooth estate operations and providing top-notch service to residents.

Qualifications

• 2–3 years administrative experience, preferably in property management, estates, or facilities management.
• Experience working within a Homeowners Association (HOA) environment is highly preferred.
• Strong organisational and communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Provide administrative support to the Estate Manager, Trustees, or Managing Agent.
• Handle resident queries, complaints, and general correspondence.
• Maintain estate records, documentation, and resident databases.
• Coordinate maintenance requests and liaise with contractors and service providers.
• Assist with scheduling maintenance, inspections, and estate-related activities.
• Monitor and track service provider work orders and completion of tasks.
• Assist with communication to residents such as notices, newsletters, and updates.
• Prepare meeting documentation, take minutes, and maintain records for trustee or HOA meetings.
• Support the administration of access control, permits, or estate rules where applicable.
• Assist with invoicing, quotations, and basic financial administration related to estate operations.

Skills

Administration and coordination

Customer service and communication

Problem solving

Attention to detail

Time management

Education

Grade 12 / Matric

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Overview

Job Summary: The Estate Operations Administrator is responsible for supporting the day-to-day administrative and operational functions of the estate. This role assists the Estate Manager with managing resident requests, coordinating service providers, maintaining records, and ensuring the smooth running of estate operations.

Responsibilities

• Provide administrative support to the Estate Manager, Trustees, or Managing Agent.
• Handle resident queries, complaints, and general correspondence.
• Maintain estate records, documentation, and resident databases.
• Coordinate maintenance requests and liaise with contractors and service providers.
• Assist with scheduling maintenance, inspections, and estate-related activities.
• Monitor and track service provider work orders and completion of tasks.
• Assist with communication to residents such as notices, newsletters, and updates.
• Prepare meeting documentation, take minutes, and maintain records for trustee or HOA meetings.
• Support the administration of access control, permits, or estate rules where applicable.
• Assist with invoicing, quotations, and basic financial administration related to estate operations.

Minimum Requirements

• Grade 12 / Matric.
• 2–3 years administrative experience, preferably in property management, estates, or facilities management.
• Experience working within a Homeowners Association (HOA) environment is highly preferred.
• Strong organisational and communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Ability to handle multiple tasks and interact professionally with residents and service providers.

Key Skills

• Administration and coordination
• Customer service and communication
• Problem solving
• Attention to detail
• Time management

Only shortlisted candidates will be contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database for any other relevant roles that may arise.