Properties and Administration Officer :

Job Summary

We are looking for a vibrant and dynamic individual to fill the above position.

Reporting to the Properties and Administration Manager, the incumbent takes the responsibility for the properties and administration functions of the organisation and ensure that the office is running smoothly by completing all the administrative tasks.

Duties and Responsibilities

Key Responsibilities
The incumbent’s key responsibilities shall include but not limited to: -
Fixed Assets Maintenance
• Coordination and facilitation of the asset requirements for the organisation in line with the Budget.
• Planning the vehicle maintenance schedules for the organisation’s Head Office and maintaining accurate records.
• Coordination and facilitation of repairs and maintenance of Head Office motor vehicles.
• Ensuring the maintenance and upkeeping of Head Office furniture and equipment
• Ensuring the adequate provision of standard vehicles, furniture, and equipment for use by the organisation’s Head Office.
• Coordinating and facilitating the maintenance and upkeep of Head Office premises.
• Ensuring that all vehicles are adequately fueled by timeous preparation of Fuel Schedules for payment and supply.
• Responsible for Firearms Management including Certificate Renewal and Repairs.
• Preparing a monthly Vehicle and Premises Maintenance Report.
Fixed Assets Insurance
• Coordination and facilitation of the insurance and licensing of all assets.
• Ensuring that all Insurance claims are done timeously; and
• Following up on all insurance claims and services.
Fixed Assets Register Maintenance
• Updating and managing the Fixed Asset Register for the organisation including all SBUs.
• Adopting and implementing physical asset verification procedures to ensure the physical existence of all Assets of the organisation is as recorded in the Fixed Assets Register.
• Ensuring all Assets are numbered, revalued, and recorded in accordance with the Fixed Assets Policy.
• Implementing procedures for the disposal of fixed assets ensuring the appropriate approval levels and controls are adhered to.
• Ensuring that the appropriate systems, policies, and procedures for the management of the organisation’s assets are adopted and applied by all SBUs.
Property Portfolio Maintenance
• Vetting and screening prospective tenants in line with established policies and procedures.
• Conducting credit analysis and background financial checks of prospective tenants.
• Compilation and submission of a list of prospective tenants to the Properties and Administration Manager for approval.
• Coordinating the processing of tenants’ lease agreements under the allocated portfolio.
• Timeous processing of tenants' invoices and debtor’s management.
• Ensuring effective collection of rental income under the allocated portfolio.
• Providing input to the property budgetary process.
• Conducting periodic property operating costs reconciliations.
• Ensuring compliance with the respective Local Authorities by-laws and other statutory requirements.
• Monitoring and reporting property business performance in line with policies and procedures.
• Periodic visits and inspection of tenants to ensure adherence to terms and conditions of signed lease agreements.
• Developing and maintaining an accurate property records system.
• Ensuring effective collection of rental income under the allocated portfolio.
• Conducting market rent research and prepare competitive rental rates for review.
• Preparation and submission of rental review documentation.
• Preparation of lease agreements and ensuring sign off the same.
• Preparation of updated rental list of all properties periodically.
• Coordinating payment of utility bills with tenants.
• Preparation of monthly rental arrears report and following up on any outstanding rentals.
• Facilitating the handing over of tenants in arrears to lawyers and evictions through the appropriate authorities.
• Undertake any other duties, tasks and assignments that may be delegated by line management from time to time.

Administration of Services
• Ensuring that the organisation receives efficient and appropriate services from designated service providers which include and not limited to telephone, cellphone, and network service providers.
• Ensuring that statements are received monthly from relevant service providers.
• Ensuring that all services are paid for timeously.

Qualifications and Experience

Minimum Qualifications & Experience
• Applicants must have a Degree in Property Management/Business Administration/Fleet Management or equivalent.
• At least 3 years’ experience in Properties Management is required.
• Clean and valid driver’s licence.

Attributes
• Excellent organisational, time management and communication skills are essential.
• Good working knowledge of Microsoft Office applications including Excel, Word and PowerPoint is essential.
• Sound 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 the 1st of February 2023 to: [email protected]