Office Administrator

The Office Administrator will provide efficient, professional administrative support to our Estate Management Office, ensuring the smooth day-to-day running of front-office and back-office functions, and to serve as the assistant responsible for producing and distributing the estate’s weekly resident newsletter.

The role is the welcoming face of the estate office - receiving and looking after guests and visitors. It supports the Estate Manager in communications, record-keeping, meeting administration, and general office coordination.

Key Responsibilities:

Guest Reception & Front-of-House Hospitality

Receive guests, owners, prospective purchasers, Trustees, and service providers into the estate office, ensuring every visitor is welcomed warmly and professionally.

Look after guests during their visit: offer refreshments, ensure they are comfortable, keep them informed of any waiting time, and host them appropriately until their meeting or matter is attended to.

Prepare meeting rooms and reception areas ahead of visits - seating, refreshments, presentation materials - and ensure the office always presents a neat, professional first impression.

Manage the visitor register and access sign-in procedures in line with estate security protocols.

Handle sensitive or difficult visitor interactions with tact, and escalate to the Estate Manager where appropriate.

Oversight of the Receptionist Role

Oversee the day-to-day performance of the estate receptionist, ensuring calls, visitors, and front-desk queries are handled to the required standard.

Plan front-desk coverage, including leave, lunch relief, and absence cover, ensuring the reception desk is never unattended during office hours.

Act as the first escalation point for front-desk issues before matters are referred to the Estate Manager.

General Office Administration

Manage the estate office reception function: attend to walk-in residents, telephone calls, and the general estate email inbox, resolving or routing queries promptly and courteously.

Maintain accurate owner and resident records, contact databases, access registers, and filing systems (electronic and hard copy) in line with POPIA requirements.

Prepare correspondence, notices, circulars, and standard letters on behalf of the Estate Manager and Trustees/Directors.

Support meeting administration: compile agendas and packs, book venues, record and distribute minutes, and track action items for Trustee/Board and committee meetings.

Process purchase orders, capture invoices, follow up on supplier queries, and assist with basic levy and account queries in liaison with the managing agent’s finance team.

Administer clearance certificates, tenant registrations, moving bookings, facility bookings, and access-control applications (owners, tenants, contractors, and domestic staff).

Log, track, and follow up on maintenance requests and complaints on the estate’s ticketing system, and report on turnaround times.

Maintain office supplies, equipment, and service contracts for the estate office.

Communications & Weekly Newsletter

Produce and distribute the estate’s weekly newsletter to all owners and residents, on a fixed publication day, without fail.

Gather content each week from the Estate Manager, security provider, maintenance team, committees, and community contributors; verify accuracy before publication.

Write, edit, and proofread newsletter articles in clear, friendly, professional English, ensuring a consistent tone aligned to the estate’s brand and communication policy.

Design and lay out the newsletter including photographs, notices, and event material.

Distribute via the approved channels (email/bulk-mail platform, estate app, WhatsApp broadcast, notice boards) and maintain accurate distribution lists.

Track readership/engagement statistics and report monthly to the Estate Manager, recommending improvements.

Maintain an annual content calendar (seasonal notices, AGM reminders, security awareness, water/electricity advisories, community events).

Support ad hoc communications: urgent notices, outage alerts, AGM and Special General Meeting notices, and event promotion.

Qualifications & Experience

Grade 12 (Matric); a certificate or diploma in Office Administration, Communications, or similar will be an advantage.

Minimum 3–5 years’ administrative experience, preferably within a residential estate, HOA, body corporate, property management, or hospitality environment.

Demonstrable experience producing newsletters, bulletins, or similar recurring communications.

Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and comfortable learning estate management and bulk-communication platforms.

Working knowledge of design/distribution tools.

Familiarity with HOA/body corporate governance (conduct rules, AGMs, CSOS processes) an advantage.

Application Question(s):

Where do you reside? / What is your current location?

What is your current cost to company?

What are your salary expectations?

Do you have your own vehicle or do you rely on public transport?

Education:

High School (matric) (Required)

Experience:

administration within property management or hospitality: 3 years (Required)

Work Location: In person