Estate Administrator & Operations Coordinator

SUMMARY:
A high-end retirement estate is in search of an Estate Administrator & Operations Coordinator to provide efficient administrative and operational support to ensure the smooth day-to-day running of the estate. The role serves as a key point of communication between residents, contractors, service providers and management, ensuring that queries, administration and operational requirements are managed efficiently and professionally.

POSITION INFO:
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.

• 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.

• 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.

• 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