Job Vacancy – Assistant Property Manager

  Duma Works wrote this on
December 21, 2018 | No Comments

Duma Works is recruiting an  Assistant Property Manager for one of our clients; a professional real estate services firm in Nairobi.

JOB DESCRIPTION

Job title : Assistant Property Manager
Reporting to :Department : Property Management

Basic purpose and overview of the job:

Management of designated properties in an effective, efficient and profitable way, to the highest professional standards.

Main duties:

Rent

Ensuring the collection of the due rents, service charges and any other payments as due under the leases and tenancy agreements in a timely and effective manner. Tasks include:
  • Ensuring that the rent debit statements generated from Accounts department are correct and are delivered to the tenants in a timely manner.
  • Subsequent monitoring and following up to ensure that the payments are made as due.
  • Taking appropriate, timely and firm action in the event of default in payments, or risk thereof, by tenants.

Services

Ensuring the proper rendering of services on the properties including:
  • Security
  • Cleaning
  • Gardening
  • Garbage collection
This entails:
  • Ensuring competitive and cost effective service providers or staff are deployed for the services.
  • Suitable service contracts or agreements are in place.
  • The services are rendered in the best manner possible, through regular monitoring, inspection and liaison meetings and communications with the service providers.
  • Invoices submitted for payment for the services are correct and consistent with the service contracts, and are then paid in a timely manner.

Maintenance and Repairs:

Ensure that the property structure, components, systems and equipment are kept in a good state of repair and decoration including:
  •  Structures and finishes
  • Roof and gutter structures and components
  • Electrical systems and components
  • Plumbing systems and components
  • Sewerage systems and components
  • Fire fighting systems and equipment
  • Standby Generators
  • Lifts
  • Furniture and equipment
  • Telephone and other communication systems and components
  • TV systems

Utilities

Ensure that for utilities on the properties:
  • They are available.
  • They are being used properly and in an efficient manner.
  • Consumption is being monitored, bills received and payments made in a timely manner.
  • Utility accounts and their holding and transfers are handled and maintained correctly.

Statutory Payments

Ensure that rates, ground rents any other taxes and statutory payments are paid in the correct amounts, as due and in a timely manner.

Insurance

Ensure that proper and adequate insurance cover for the properties is in place and premiums due thereon are paid properly as due.

Property Staff

Directing and supervising the property staff mainly caretakers to ensure that they carry out their duties properly in line with their job descriptions and the management functions of the properties.

Landlords statements and remittances

Ensuring, in liaison with Accounts Department, that property statements are generated and submitted to the landlords on a monthly or quarterly basis as due and that the monthly remittances to the landlords are made correctly and on time. Also ensuring that other periodic statements and reports to landlords are submitted as required.

Landlords communications

Communicating with and advising the landlords under the direction of the Directors to keep them appraised and advised on the properties in a proper and professional manner.

Lease and tenancy agreements

Ensuring, in liaison with Agency Departments, that proper lease and tenancy agreements are in place, duly signed by the parties and that the terms thereof are adhered to.

Tenancy Schedules

Ensuring that proper, accurate and up to date Tenancy Schedules for the properties are maintained.

Tenants Communications

Communicating and liaising as appropriate with tenants on matters related to their tenancies and the management of the subject property.

Handovers and Handover Notes

Ensuring that handovers by vacating tenants and handovers to incoming tenants are carried out properly and that all matters relating thereto including closing and opening of utility accounts are attended to.
Ensuring that proper and accurate handover notes are done and filed.

Billing

Ensuring billing for services rendered in accordance with the assignment terms.
Supervisory and managerial responsibilities:
Proper management and supervision of:
  • Property staff, mainly caretakers, to ensure that they carry out their duties.
  • Service providers and suppliers to ensure that they render their services and supplies as required and to the best standards.
  • Maintenance and Repairs providers to ensure they carry out their work as required.

Other responsibilities (such as equipment, materials and money):

Office and property equipment, materials, supplies and monies related to the job and assignment.

 Decisions to be made:

  • All decisions that can be reasonably initiated and executed within your mandate for the proper execution of your duties above.
  • Notifying your reporting officer or director on all important aspects related to the proper execution of your duties and in particular any matters of an urgent nature.

Inspection and Reporting requirements

Inspections should be carried on a regular programmed basis and as also arising depending on any arising or current issues, but at least once a week.:Monthly, quarterly or other periodic reports in accordance with the assignment requirements to be generated and submitted as required in a useful and professional way to high presentation standards.

 Special working conditions:

Occasional extra hours as necessary to achieve the job objectives.

Any other relevant comments:

Promote a positive image of the company and yourself by being effective,
efficient, smart, presentable, professional, firm and pleasant in your work.
To be proactive, positive, energetic and driven in achieving the job objectives as set out herein and as also necessary through good professional judgement, business sense and efficiency.

 Qualification, knowledge, skills and qualities required:

  • Qualification of a BA in Land Economics or Bachelors in Real Estate
  • Ability to arrange and execute work schedules, functions and tasks in an organized way to achieve the required objectives.
  • Good written and verbal communication and interpersonal skills and the ability to deal with the different people and entities including other staff, landlords, tenants, service providers and maintenance contractors, to achieve the job objectives, maintain good working relationships and develop goodwill.
  • Direction and supervision of the property staff, and other personnel involved in the management of the property.
  • Professional diligence, care and attention to detail
Apply

To apply online click here or send your Cover Letter and detailed CV to [email protected] marking the subject as “3397”, Your Full name & Phone number e.g. 3397 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.

Deadline for receiving applications: Friday, 28th December 2018

N.B.

* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.

If you apply and don’t meet these minimum qualifications, we will not be able to move forward with you application.


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