Job Description

Overview

City Estate is seeking an experienced and dynamic

Operations Manager

to lead the coordination and delivery of our

property management, rental portfolio administration, and associated services

across the group. Based in our Cape Town back office, the successful candidate will oversee all desk-based operational functions, ensuring seamless integration with our UK-based field and freelance teams. This role is central to the delivery of our

end-to-end property solutions

, including maintenance coordination, compliance management, and service delivery in plumbing, electrical, and related trades.

Key Responsibilities

1. Property & Rental Operations Oversight

Oversee all administrative and operational processes related to property and block management. Manage workflows for rent collection, tenancy renewals, maintenance coordination, and compliance documentation. Act as the central liaison between the Cape Town back office, UK-based property managers, landlords, and tenants.

2. Service Coordination

Lead the coordination of in house service companies providing

plumbing, electrical, maintenance, and cleaning services

across the group's managed portfolio. Develop and maintain an approved supplier register, ensuring all vendors meet compliance and quality standards. Monitor service requests and ensure timely and cost-effective resolution.

3. Team & Workflow Management

Supervise the back-office operations team, allocating workloads and ensuring adherence to service standards and deadlines. Provide oversight and guidance to ensure efficient communication between all stakeholders (landlords, residents, contractors, and internal teams).

4. Process & Systems Optimisation

Improve operational workflows across property and maintenance divisions to increase efficiency and accuracy. Ensure all property management systems and CRMs are up to date, integrated, and used effectively across teams. Streamline document management, financial reporting, and compliance tracking processes.

5. Performance & Financial Monitoring

Track operational KPIs including response times, contractor performance, and client satisfaction. Support financial oversight including cost control, service charge budgets, and operational expenditure. Report monthly on portfolio performance and operational efficiency.

6. Training & Development

Mentor and train back-office staff on property management and service coordination best practices. Promote a collaborative, solutions-oriented culture focused on continuous improvement.

7. Regulatory & Compliance

Ensure adherence to property management legislation, including safety checks, certifications, and documentation requirements. Oversee accurate record-keeping for inspections, repairs, and service reports.

Requirements

Proven experience in

property management operations

,

rental portfolio administration

, or

facilities/service coordination

. Strong understanding of financial processes and compliance standards within the property sector. Excellent communication and coordination skills across remote and international teams. Proficiency in property management software (e.g., Qube, Re-Leased, Fixflo, MRI) and Microsoft Office tools. Ability to manage multiple projects and priorities under tight deadlines. Demonstrated experience in leading and developing administrative teams.

Salary & Benefits

Competitive salary commensurate with experience. Performance-based incentives. Career growth opportunities within a growing multi-sector group
Job Type: Full-time

Work Location: In person