Property Manager & Administrator

Exciting job opportunity.

JOB TITLE:  Property Manager

Job Summary:

The Property Manager is responsible for administering and overseeing the operations of all properties owned and managed by SAJE Logistics Infrastructure Limited. The appointee is responsible to win new business and thus expand the portfolio of properties under management, administer leases, implement, monitor and supervises all activities, budgets, contracts, contracted services, and staff related to property management and maintenance operations. The Property Manager is an experienced administrator and property manager who has proven knowledge of applicable laws and regulations relating to commercial and private property and property management practices.

This position is substantially responsible for negotiating leases and lease renewals, writing leases and lease amendments, interfacing with Tenants, Landlord, Real Estate Brokers and Contractors, in addition to managing Tenant Improvement Build-out projects by coordinating with architects, subcontractors and labourers.

Qualifications and Experience:

• Bachelor’s Degree in business, Land Economy and Valuation Surveying or a related field.
• Minimum of five (5) years’ experience to provide strong leadership in property management practices and techniques.
• Real Estate Board Certification
• Thorough knowledge of management principles, practices, and procedures, including landlord/tenant practices and laws.
• Experience with public procurement laws.
• Excellent planning and organizational skills; ability to manage shifting priorities, deadlines, and workloads quickly and frequently.
• Excellent organizational skills and ability to analyze complex situations and develop timely solutions.
• Strong computer skills, including but not limited to use of spreadsheets and property management web applications.
• Ability to communicate effectively, both orally and in writing, including preparing
• technical reports.
• Project management certification would be an asset.

Duties and Responsibilities:

• Maintain properties by investigating and resolving tenant complaints, enforcing the rules of
• occupancy; inspecting vacant units and completing repairs; planning renovations, contracting

through the use of out-sourced contractors and in-house maintenance staff.

• Interface directly with current and prospective tenants to negotiate leased space including preparation of lease documentsEstablish and maintain relationships with tenants and their key personnel.
• Oversee administration, management, contract compliance and maintenance SAJE-owned properties and other properties that SAJE manages under contract.
• Prepare and maintain preventative maintenance service contracts with sub-contractors.
• Conduct reviews, studies, and evaluations of management operations and standards, including development of new concepts for improvement of the business’ performance.
• Draft and recommend to the Group CEO relevant policies and procedures to improve or keep current the SAJE’s management operations. Implement approved additions or changes to SAJE’s management policy and procedures.
• Manage the operational and financial activities of the business to include: staffing levels, budgets and financial goals.
• Where necessary and with approval, recruit, manage, develop and evaluate staff by providing timely mentoring, training and performance management.
• Develop, implement and monitor preventative maintenance and capital improvement plans for all properties under SAJE’s management.
• Effectively administer web-based applications utilized by the SAJE.
• Work closely with SAJE’s procurement lead to ensure that services and products are purchased in accordance with the company’s procurement policy and best practices to maximize efficient use of resources.
• Supervise property management staff and review/monitor their performance and ensure professional conduct with tenants and other staff, consistent within the SAJE policy guidelines.
• To act as the primary contact with persons and entities to which SAJE provides property management services.
• Attend SAJE Board meetings and provide timely written reports to support Board committees when necessary.
• Analyze and evaluate the local, regional and international property landscape to identify investment opportunities to increase company’s property portfolio.
• Develop and maintain effective internal controls and procedures to safeguard the assets of the Company.
• Assess operational risks and recommend mitigating strategies.
• Direct and guide the activities of the company to ensure effective and efficient service delivery, maintenance of systems and functions, timely billings and speedy collections, effective, statutory and regulatory compliance, adequate staffing, accurate and relevant payment processing.
• Assess performance and make presentations, as requested, on performance against budget, trends and analysis of all properties under incumbent’s oversight.
• Represent the Company at meetings and functions as requested.
• Perform other duties as required and as assigned by the Group CEO.

Required skills and attributes:

• Excellent written and verbal communication skills to clearly communicate the complexities and components of any project to external and internal groups.
• Ability to deliver excellent customer service.
• Excellent interpersonal skills and human resource management.
• Excellent analytical, statistical and problem-solving skills and knowledge of financial and economic analysis techniques.
• Proven leadership and management skills.
• Ability to forecast and project using available tools and applications.
• Ability to work on own initiative and under tight deadlines.
• Ensure confidentiality of information is always maintained.

Special Conditions

• Physical ability to visually assess and physically inspect all floors of multi-story properties without an elevator required.
• Availability and willingness to respond to occasional property emergencies on a 24/7 basis, not including scheduled vacations.
• Overseas travel.
• Exposure to information of a highly confidential nature.

Functional Oversight:

• SAJE Property Services Limited

Authority:

• To sign as an officer of SAJE Property Services Limited.
• To authorize purchase orders, payment documents according to procedures.
• To sign cheques on behalf of the SAJE Property Services Ltd.
• To modify segments of the financial system, Great Plains.
• To make investment recommendations and execute decisions on behalf of the Company and the Association, as guided by the Group Chief Executive Officer, the SAJE Board of Directors.
• To identify and recommend training and development for staff in the department.
• To conduct performance appraisals for staff directly supervised.

Job Description: Administrative Assistant at Real Estate Brokerage

Position Title: Administrative Assistant

Job Summary: The Administrative Assistant will provide comprehensive administrative support to the real estate brokerage, ensuring smooth operations and efficient management of regulatory and compliance information. The role includes maintaining compliance with the Data Protection Act, managing the brokerage’s social media accounts, and setting social media standards for realtor associates.

Key Responsibilities:

1. Administrative Support:
• Provide general administrative support to the brokerage team, including scheduling appointments, managing calendars, and organizing meetings.
• Assist Realtor Associates with administrative tasks such as vetting of offers for completeness and submitting for broker’s approval, and utility letters; prepare and process real estate documents, contracts, and agreements.
• Ensure smooth communication with all relevant teams, and specifically the Finance Department, to ensure proper billing for services, payment of invoices, calculation and payment of Agents’ commissions and vendor/owner payments.
• Maintain and update client databases and records.
• Maintain the brokerage’s filing system
• May be required to coordinate and schedule property showings and open houses.
• Assist with the preparation and distribution of marketing materials.
• Review posted listings on the Multi Listing Service (MLS) and or on the Company Website for the broker’s approval and adding supporting documents where required.
• Ensure the website is kept current and is responsive to the needs of the business and users.
• Respond to queries from potential customers on the website, via email, telephone, WhatsApp, social media and any other communications tools; and ensure realtor associates are assigned to follow up.

2. Regulatory and Compliance Management:
• Ensure all regulatory and compliance information is maintained efficiently and accurately.
• Stay updated on changes in real estate regulations and the Data Protection Act.
• Assist in monitoring compliance procedures to ensure adherence to legal requirements.
• Maintain organized and secure filing systems for all compliance-related documents.
3. Social Media Management:
• Manage the brokerage’s social media accounts, including content creation, posting, and engagement.
• Develop and implement social media strategies to enhance the brokerage’s online presence.
• Monitor social media trends and adjust strategies accordingly.
• Set and ensure adherence to social media standards and guidelines for realtor associates managing their own accounts.
• Provide training and support to realtor associates on effective social media practices.
• Ensure that content posted, including photographs and other graphics, are of the highest professional quality.
4. Client Relations:
• Serve as the first point of contact for clients, providing excellent customer service.
• Handle inquiries and provide information about properties and services.
• Follow up with clients to ensure satisfaction and address any concerns.
• Ensure appropriate briefing and follow up by broker and agents.
5. Office Management:
• Order office supplies and manage inventory.
• Ensure the office environment is clean, organized, and welcoming.
• Assist with the coordination of office events and meetings.
• Supply on a timely basis regular monthly report as well as ad hoc reports of the agency’s activities to the Business Support Officer, the Broker or any other company official authorised by the CEO to request such reports.

Qualifications:

• Bachelor’s degree.
• Proven experience as an administrative assistant, preferably in a real estate setting.
• Understanding of the MLS would be an advantage
• Strong knowledge of real estate regulations and the Data Protection Act.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Experience with social media management and content creation.
• Ability to work independently and as part of a team.

Skills and Competencies:

• Knowledge and proficiency in managing social media channels, particularly Instagram, X, LinkedIn)
• Knowledge and proficiency in content creation tools such as Canva, Adobe Creative Suite.
• Attention to detail and accuracy.
• Strong problem-solving abilities.
• Ability to handle confidential information with discretion.
• Customer service-oriented mindset.
• Adaptability and willingness to learn new skills.
• Familiarity with photography, including the use of drones would be an advantage.

Working Conditions:

• Full-time position with standard office hours.
• Occasional evening or weekend work may be required for events or deadlines.