Operations Administrator And Sales Support (Remote)

Smart Workforce Solutions; South Africa; Remote; AUD 20,000 - 24,000; Full time

Job summary

Smart Workforce Solutions is seeking a proactive Remote Administrator to handle lease and portfolio administration for an international client. You will support compliance, documentation, and cross-functional operations from SA-hours, ensuring accuracy and timely responses.

The role emphasizes end-to-end task execution, attention to detail, and ability to collaborate with global teams in a remote setting. 3–5+ years of relevant admin experience are preferred.

Qualifications

• 3–5+ years of admin experience in fast-paced environments (property/legal/accounting advantageous).
• Proficiency in Microsoft 365 and DocuSign.
• Ability to learn real estate software quickly and manage cross-functional tasks.

Responsibilities

• Manage lease and portfolio administration: track docs, chase compliance records, update systems, maintain schedules.
• Coordinate maintenance work orders with contractors, manage invoices, and escalate urgent issues.
• Prepare and verify operational notices, ensure accuracy of names, dates, figures, and filing.

Skills

Microsoft 365

DocuSign

Real estate software

English proficiency

Tools

Realworks

Re-Leased

Job description

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 **escalate** 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.