Job Description
We are seeking a dedicated and detail-oriented Properties and Administration Officer to join our team. Reporting to the Properties and Administration Manager, the successful applicant will, among other key duties, be responsible for:
Duties and Responsibilities
Key Responsibilities
Fixed Assets Maintenance
• Coordinating asset requirements in line with the budget.
• Planning vehicle maintenance schedules and maintaining accurate records.
• Facilitating repairs and maintenance of Head Office motor vehicles.
• Ensuring the upkeep of Head Office furniture and equipment.
• Providing standard vehicles, furniture, and equipment for the Head Office.
• Coordinating maintenance of Head Office premises.
• Preparing fuel schedules for timely vehicle fueling.
• Managing firearms, including certificate renewal and repairs.
• Preparing monthly vehicle and premises maintenance reports.
Fixed Assets Insurance
• Coordinating insurance and licensing of all assets.
• Ensuring timely submission of insurance claims and follow-ups.
Fixed Assets Register Maintenance
• Updating and managing the Fixed Asset Register for all SBUs.
• Implementing physical asset verification procedures.
• Ensuring all assets are numbered, revalued, and recorded per policy.
• Implementing disposal procedures for fixed assets with appropriate controls.
• Ensuring adherence to asset management systems, policies, and procedures.
Property Portfolio Maintenance
• Vetting and screening prospective tenants per established policies.
• Conducting credit analysis and financial checks on tenants.
• Compiling and submitting tenant lists for approval.
• Coordinating lease agreements and processing tenant invoices.
• Ensuring effective collection of rental income.
• Providing input into property budgetary processes.
• Conducting periodic property cost reconciliations.
• Ensuring compliance with local authority by-laws and statutory requirements.
• Monitoring property business performance and reporting accordingly.
• Conducting periodic inspections of tenants for lease compliance.
• Developing and maintaining an accurate property records system.
• Conducting market rent research and preparing competitive rates.
• Preparing and submitting rental review documentation and lease agreements.
• Coordinating payment of utility bills with tenants.
• Preparing monthly rental arrears reports and following up on outstanding rentals.
• Facilitating the eviction process for tenants in arrears.
Administration of Services
• Ensuring efficient services from designated service providers (e.g., telephone, cellphone, network).
• Receiving monthly statements from service providers and ensuring timely payments.
Qualifications and Experience
Minimum Qualifications & Experience
• A Degree in Real Estate Management/ Property Management/Business Administration or equivalent.
• At least 3 years’ relevant experience.
• Clean Class 4 Driver’s license.
Attributes
• Excellent organizational, time management, and communication skills.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint).
• Strong report writing and presentation skills.
How to Apply
Applicants should submit their Application Letters clearly indicating the position applied for together with detailed Curriculum Vitae and Certified Copies of Certificates by not later than 05 July 2025 to: human.capitalrecruitment2025s@gmail.com
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