Remote Office Administrator

RecruitMyMom; Remote; ZAR 200 000 - 300 000; Full time

Job summary

A remote administrative services provider is seeking an organised and detail-oriented Administrator to support a growing commercial cleaning business. This full-time role includes managing client communication and scheduling, health & safety administration, bookkeeping, and office support. Candidates should have proven administrative experience, strong communication skills, and proficiency in Microsoft Office and CRM systems. This role allows for flexible working hours while maintaining overlap with New Zealand business hours.

Benefits

Flexible working hours

Supportive remote working environment

Qualifications

• Proven experience in an administrative role, preferably in service-based business.
• Familiarity with health & safety documentation and compliance.
• Proactive and reliable; able to work independently.

Responsibilities

• Manage daily email and WhatsApp correspondence with clients.
• Organise and update Health & Safety documentation.
• Schedule and manage employee work shifts.
• Compile and issue client invoices accurately.
• Update and manage CRM data and operational systems.

Skills

Strong written and verbal communication skills

Excellent organisational and time-management skills

Proficiency in Microsoft Office

CRM experience

Experience with Xero

Tools

Microsoft Office

Simpro

Xero

Job description

We are seeking a highly organised, proactive, and detail-oriented Administrator to support the daily operations of a growing commercial cleaning business. This is a full-time remote role requiring strong communication skills, excellent administrative capability, and the ability to manage multiple priorities independently.

This is an 8 hour per day role with some overlap with New Zealand time zone. For four hours per day, you will be required to work from 5pm to 9pm SA time.

The successful candidate will play a key role in client communication, staff scheduling, health & safety administration, and basic bookkeeping, ensuring smooth and efficient business operations.

Key Responsibilities

• Administration & Client Communication: Manage day-to-day email and WhatsApp correspondence with clients in a professional and timely manner; Handle client follow-ups, service confirmations, and general enquiries; Maintain accurate client records within the CRM system (preference for Simpro experience)
• Health & Safety Administration: Organise, maintain, and update Health & Safety documentation; Ensure compliance records are current and easily accessible; Assist with H&S reporting and documentation coordination as required
• Scheduling & Workforce Coordination: Schedule and manage employee work shifts; Coordinate changes to schedules, leave requests, and coverage requirements; Liaise with cleaners and supervisors to ensure service delivery is uninterrupted
• Bookkeeping & Invoicing: Compile and issue client invoices accurately and on time; Perform basic bookkeeping tasks using Xero; Maintain organised financial and administrative records
• Systems & Office Support: Work efficiently with Microsoft Office (Word, Excel, Outlook); Update and manage CRM data and operational systems; Support operational workflows and assist with process improvements

Key Requirements

• Proven experience in an administrative role (service-based business experience preferred)
• Strong written and verbal communication skills
• Experience with Xero (preferable)
• Proficiency in Microsoft Office
• CRM experience required; Simpro experience highly advantageous
• Excellent organisational and time-management skills
• Proactive, reliable, and able to work independently in a remote environment
• Comfortable working across time zones and meeting NZ business requirements

What We Offer

• Full-time, long-term remote role
• Flexible working hours with structured overlap with New Zealand business hours
• Opportunity to work with a growing, established New Zealand company
• Supportive and collaborative remote working environment