Maintenance & Projects Manager at HCS Affiliates Group

Our Client, a leading Kenyan based real-estate company providing property management, selling, letting and advisory services seeks to recruit a Maintenance & Projects Manager.

The jobholder will be responsible for promoting the company’s value proposition on property management. More specifically, they will be responsible for ensuring preventive and responsive property maintenance, repairs and managing major projects in a prompt and professional manner, communicating property matters to respective parties and coordinating with service providers and office-based colleagues.

Reports to: Finance & Operations Manager

Duties and Responsibilities

•  Ensure strong understanding of the company’s value proposition, best practice in maintenance and project management and status of current property management portfolio
• Prepare and manage maintenance and project plans for all properties in liaison with colleagues in the accounts team and clients as required
• Effectively delegate and manage performance of the office-based maintenance team and property-based employees, promptly informing the Human Resource Manager on arising welfare issues or performance matters
• Develop and continually improve database of contractors for various categories of property services
• Oversee preventive and regular maintenance of properties and facilities such as swimming pools, security installations, fire equipment, lifts, generators, pumps etc. in liaison with office team, property employees and external contractors, and ensuring processes and documentation required for accountability, record keeping and compliance are diligently prepared, shared with relevant parties and properly stored where necessary
• Respond, track and follow through on requests for repair/maintenance from the various properties under our management and provide feedback on contractors’ performance for updating of database
• Conduct post repair follow up to confirm practically and in writing that the repair is complete and request confirmation of satisfaction from the tenant/landlord / committee /directors (as appropriate).
• Project manage major repair, renovation or new installation projects including preparing technical specifications and drawings, bills of quantities, tender documents, contracts, monitor and assess/measure work progress, sign certificates of works completion and practical completion in liaison with clients and co-ordinate with accounts team on payments
• Oversee preparation of detailed inventories with photos at property handover (entry and exit) and updates of the same as required
• Maintain relations and co-ordinate input from community associations, local authorities and utility companies for smooth services required by portfolio of managed properties including but not limited to NCC, KPLC, NWSC, KPS
• Oversee the administering of contracts and performance of onsite maintenance service providers; security, cleaning, fumigation, garbage collection and gardening
• Oversee swift and appropriate response on security incidents by security company and escalation to law enforcement authorities where required and follow up
• Review property employees’ weekly reports and noting points for action by the maintenance team.
• Prepare maintenance and project update for each property by 15th of the month following each quarter
• Attend periodic and adhoc meetings with property and facility management clients and present maintenance update and proposals
• Pro-actively seek client feedback and follow up on action required
• Ensure harmonious work relations with fellow team members in the various departments
• Manage company property and assets entrusted to the jobholder
• Undertake any ad hoc duties associated with the Property and Facilities Management function
• Carry out other related tasks as might be required from time to time

Job Requirements

Qualifications and Experience

• A graduate degree in engineering; civil, mechanical, electrical
• Training and at least 5 years’ experience in construction project management
• Experience with staff management
• Experience with managing various property service providers

Skills

• Excellent communication, influencing and negotiating skills
• Strong leadership and supervisory skills
• Strong project management skills
• Strong organization and administrative skills
• A good team player
• Ability to perform with minimal supervision
• Ability to adopt a flexible approach to meet the needs of the business.

Personal attributes

• High integrity
• Articulate and self-confident
• Professional and highly self-motivated
• Ability to manage assigned tasks in a proactive and efficient manner
• Adaptable and able to work in an environment of fluctuating workloads
• Must display a high degree of emotional maturity