Assistant Manager - Property at Jubilee Insurance

Job Ref. No. JLIL161

Role Purpose

The role holder is responsible for ensuring the efficient operation and maintenance of the building. The role holder will oversee, rent collection, letting activities and operational tasks to support the smooth functioning of the building. The role holder will be a custodian of the rent schedule and tenant’s correspondence, also coordinate and manage the property officer and facility-related activities to ensure a safe, clean, and productive work environment, achieve operational excellence and support the organization's goals.

Main Responsibilities
Operational

Budgeting and Financial Management:

•  Collections of revenue attached to the building.
•  Debt management. Timely issuance of invoice and collection of payments.
•  Assist in preparing and managing the building budget.
•  Monitor expenses and identify cost-saving opportunities.
•  Assists improve building’s asset value

Operations and Maintenance Management:

•  Coordinate and monitor facility operations, including maintenance, repairs, and renovations.
•  Manage vendor relationships, negotiate contracts for facility services, ensure prompt payments.
•  Maintain accurate records of facility-related activities, including maintenance logs and service contracts.
•  Develop and implement preventive maintenance programs to minimize equipment downtime.

Tenancy Management:

•  Letting, tenant vetting and onboarding. Tenant handover and takeover.
•  Lease management, ensuring compliance and adherence to terms therein.
•  Review of clauses from time to time, to improve efficiency of function.
•  Collaborate with department heads to understand their space requirements and allocate resources accordingly.
•  Assist in coordinating building renovations, ensuring minimal disruption to business operations.

Health and Safety Compliance:

•  Ensure compliance with statutory, health and safety regulations and guidelines.
•  Conduct regular inspections to identify potential hazards and implement corrective measures.
•  Coordinate emergency response procedures, including evacuation plans and drills.
•  Maintain and update safety manuals, policies, and procedures.

Corporate Governance

•  Ensure compliance with building codes, safety regulations, and environmental standards.
•  Adherence to the laws and regulations of Kenya and all internal company policies and procedures.
•  Ensuring compliance with applicable statutory and regulatory requirements and establishing mitigation measures against emerging business risks.

Leadership & Culture

•  Building the team capabilities and ensuring adequate succession planning within the department
•  Fostering a corporate culture that promotes ethical practices and good corporate citizenship while maintaining a conducive work environment.
•  Collaborate with cross-functional teams to develop initiatives that promote a positive and inclusive company culture.
•  Individualized Development Planning: Create personalized development plans that align with your career aspirations and the organization's objectives.
•  To provide the much-needed transformational leadership to meet and surpass the expectations of stakeholders.

Key Competencies

• Strong leadership and team management skills.
• Excellent organizational and problem-solving abilities.
• Effective communication and interpersonal skills.
• Attention to detail and ability to prioritize tasks.
• Knowledge of property management principles and best practices.
• Familiarity with health, safety, and environmental regulations.
• Budgeting and financial management skills.
• Strong customer service orientation.

Qualifications

• Bachelor’s degree in Land Economics/Real Estate, Business Management, or any other related Fields.
• Additional certifications or advanced degrees in Real Estate Management are advantageous.
• Graduate/Full Member of ISK (Institution of Surveyors of Kenya)

Relevant Experience

• Minimum 3 years’ experience in a similar role
• Familiarity with lease agreements, property documentation, and tenant relations.
• Strong knowledge of facility management principles and practices.
• Familiarity with health, safety, and environmental regulations.
• Proficiency in using facility management software and tools