Assistant Property Manager Job Vacancy in Kenya

Duma Works is recruiting an Assistant Property Manager for one of our clients; a leading property and real estate firm in Kenya.

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:

a) 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.

b) Services: Ensuring the proper rendering of services on the properties including:

• 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.

c) Maintenance and Repairs:

Ensure that the property structure, components, systems and equipment are kept in a good state of repair and decoration

d) 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.

e) 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.

f) Insurance

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

g) 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.

h) 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.

i) 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

j) 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.

k) Tenancy Schedules

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

l) Tenants Communications

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

m) 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.

n) 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:

i) Once a month for commercial properties.

ii) Once a quarter for multi-tenanted residential properties.

iii) Once a year for single residential properties.

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.

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 details.

How to Apply

Send an application letter and a detailed CV by email to apply@dumaworks.com marking the subject as “ 2081”, Your Full name &  Phone number e.g. 2081, Barack Obama, 07xxxxxxxxx. 

If you don’t follow these instructions, your application will not go through

Deadline for receiving applications: 4th March 2016

N.B.* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.

If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer. This is to save both you and the employer time and make sure you both find the best match.