Admin manager

Office Administrator / Admin Manager

Real Estate Agency – Full Time | Mon–Fri, 8am–5pm.

We are seeking a
highly organised, proactive, and detail-driven Office Administrator / Admin Manager
to join our dynamic real estate team. This role is the operational backbone of the office and requires someone who thrives in a fast-paced environment, manages multiple systems, and provides strong support to agents and management.

If you are a problem-solver with excellent admin skills and enjoy keeping an office running smoothly, we want to hear from you

Front office & General admin.

• Manage reception.
• Handle all inbound calls and emails, directing queries or actioning admin-related tasks.
• Maintain office supplies.
• Coordinate office maintenance, repairs and service providers.
• Keep a digital diary of leave, meetings, events and training for management and agents.

Agent Support

• Assist agents with rental and sales admin, applications, listing uploads, printing and marketing write-ups.
• Verify listing documentation; manage listing uploads, expirations and updates on MOON.
• Conduct credit checks and vetting on rental applicants (TPN).
• Ensure all listing photos, FICA documentation and mandates are correct and uploaded.
• Manage the WhatsApp Listing Group and provide timely updates.

Rental & Property Management

• Create properties, tenants and beneficiaries on PayProp.
• Upload lease documents and manage invoicing, reconciliations and variable charges.
• Coordinate property maintenance: quotes, contractor instructions, approvals and follow-ups.
• Manage tenant applications, vetting, affordability checks and reference verifications.
• Process lease renewals and renewal commission on procured and managed rental.
• Handle all queries and payments: maintenance, council, BC etc relating to managed leases.

Referrals – Inbound & Outbound

• Process all inbound and outbound referrals, ensuring contract compliance.
• Allocate referrals, track progress, provide weekly updates and manage referral communication.
• Prepare invoices, track payments and maintain referral logs.

HR, Payroll & Onboarding

• Manage the onboarding and off-boarding of agents and staff.
• Assist new agents with PPRA registration, LOAs, FFC submissions and platform activations.
• Maintain personnel files, leave registers and attendance records.
• Manage payroll cut-off submissions, incentives and commission statements.
• Prep payslips and comm slips and submit pay schedules.

Systems & Technology Management

• Administer all company systems: PayProp, MOON, TPN, Lightstone, CMA, TVA, Xero, 21Online, Google Drive, OneDrive, etc.
• Troubleshoot agent access and system usage.
• Maintain and manage office equipment (printers, phones, internet, water/coffee machines).
• Log support calls and keep agents informed of downtime/resolutions.

Financial Administration (Sales & Rentals)

• Invoice attorneys for sales commissions.
• Maintain accurate financial records, source documents and filing.
• Upload contractor invoices and payment instructions on PayProp.

Asset & Stock Control

• Manage the inventory of boards, gazebos, poles, marketing collateral and office equipment.
• Maintain check-out/check-in logs and issue invoices for missing items.

Management

• Maintain positive communication on office WhatsApp groups.
• Support agents, management, attorneys, suppliers, contractors and bond originators.
• Promote a positive, motivated and professional office culture.

Requirements

• Strong administrative and organisational skills.
• Experience in real estate administration (essential).
• PayProp, simple pay, CRM, TPN, Loom, CMA or similar system experience (essential).
• High attention to detail and accuracy.
• Strong communication skills (written & verbal).
• Ability to multitask and work under pressure.
• Professional, reliable and solutions-driven.

What We Offer

• A supportive team environment.
• Opportunities for training and development.
• A dynamic role with variety and growth.
• Exposure to one of the country's most recognised real estate brands.

How to Apply

Send your CV and a short motivational email to with the subject line:

Application – Office Administrator/Manager