About the job

Job PurposeResponsible for overseeing the management of all the organizations physical assets which include the Group’s 10+ office locations in Dar es Salaam and across the country, a Luxury Apartment Complex, 3 commercial office locations, 1 boutique hotel etc. The property/facilities manager is entrusted with managing the operations, maintenance, and administration of properties or facilities. Their primary goal is to ensure that the properties are well-maintained, fully functional, and capable of meeting the needs of their occupants.Operations

• Maintenance and Operations: Responsible for maintaining the propertys physical condition by overseeing routine maintenance, repairs, and inspections. This includes ensuring the proper functioning of systems such as electrical, plumbing, and HVAC. Coordinating with external contractors for specialized repairs or renovations may also be required.
• Asset Management: Entrusted with optimizing the property as an asset. Develops and implements strategies to enhance its value, efficiency, and sustainability. This involves managing budgets, tracking expenses, and identifying cost-saving opportunities.
• Tenant/Occupant Management: Act as a point of contact for addressing the needs and concerns of tenants or occupants. Handle lease agreements, respond to maintenance requests, and ensure compliance with safety regulations and building codes. Strive to create a safe, comfortable, and productive environment for occupants.
• Space Planning and Utilization: Assess and optimize the use of available space within the property. Analyse current and future needs, plan layouts, and allocate space effectively. Collaborate with stakeholders to understand their requirements and implement strategies for maximizing space utilization.

Leading Team

• Lead and manage the corporate property team of 10+ members to provide effective and responsive property management services.
• Develop the property management teams capacity to deliver an excellent service.
• Assign and review the work of subordinates, provide instructions, maintain discipline, and resolve problems.
• Organize training sessions for the entire team to streamline operations and ensure smooth functioning of each section.

Reporting

• Gather data to prepare and present periodic reports on facility operations, including usage, maintenance, and condition. Prepare daily, weekly, monthly, quarterly, and annual reports for all sites.
• Establish and maintain essential records, documents, and filing systems.
• Responsible for maintaining and updating the Daily Management Report (DMR) and presenting it to management.

Vendors & Contractors Management

• Effectively review and manage contracts for property services provided by vendors to ensure value for money and adherence to stipulated services.
• Manage vendors/contractors, obtain work quotes, issue purchase orders, negotiate contracts, and evaluate estimates.
• Manage staff/small contractors involved in performing assigned job tasks.
• Follow up with clients for timely release of payment to vendors and ensure all contracted vendor payments are processed promptly.
• Engage and oversee contracts with external vendors, suppliers, and service providers. Negotiate agreements, monitor performance, and ensure compliance with quality standards and budgetary requirements.

Compliance

• Health and Safety: Maintain a safe and secure environment by implementing safety protocols, conducting risk assessments, and ensuring compliance with health and safety regulations. Coordinate emergency preparedness plans, including evacuation procedures and disaster recovery.
• Ensure compliance with safety regulations and statutory requirements.
• Ensure buildings meet health and safety and energy efficiency standards.
• Sustainability and Environmental Management: Develop and implement initiatives to reduce energy consumption, manage waste, and enhance the propertys environmental performance. This may involve integrating renewable energy sources, implementing recycling programs, or adopting green building practices.
• Formulate Standard Operating Procedures (SOPs) for equipment and building utilities to ensure appropriate and safe operations.
• Ensure timely payment of all required compliance government statutory permits and availability of necessary certificates, such as OSHA and Fire certificates.

Key performance Indicators

• KPI 1: Maintenance and Repair Costs +- 10% of the budget
• KPI 2: 90% or higher Occupancy Rate
• KPI 3: 100% Tenant Satisfaction
• KPI 4: 10% or low Budget Variance
• KPI 5: 5% annual Asset Value Growth

Academic & Professional Qualification

• Must be a graduate in Bachelor of Civil or Mechanical Engineering
• Broad scope of Maintenance and Construction knowledge
• Written and oral fluency in Kiswahili, and business proficiency in English

Relevant Working Experience

• Minimum 10 years’ experience, or combination of training and experience in similar role years
• Experience with contracting, procurement, and proposal processes
• Knowledge of appropriate software, equipment and security systems
• Experience with the security and maintenance of large facilities
• Project planning and management
• Commercial Driver’s License (CDL)
• Critical thinker and problem-solving skills
• Healthy, Safety and Environmental Standards

Skills & Competencies

• Excellent Communication
• Customer Orientation
• Strategically Minded
• People-Focused
• A Problem-Solver
• Analytically Minded
• Active listening
• Team player
• Time management