Property and Administration Assistant at Madison Group Limited

Key Responsibilities

• Oversee and coordinate administrative office activities and operations to foster an efficient, safe and conducive working environment across the Head Office and Branch network.
• Manage the lease records for the branches and the company properties.
• Managing and maintaining company assets at all times while keeping a record of the same.
• Implement and ensure proper filing system for the department.
• Maintaining and updating office inventory, furniture & equipment in liaison with the finance team.
• Ensure all utility bills are settled in time and that there are no service interruptions at the head office and at the branch level.
• Ensuring adequate office supplies at the head office and the branch level.
• Ensuring all permits and other relevant compliance documents are up to date.
• Supervising various service providers and ensuring quality service delivery.
• Liaise with other departments to ensure that all administrative work is done.
• Monitor utility bills and ensure invoices are remitted for approval and payment in a timely manner.
• Circulate relevant branch and tenant records such as lease agreements, compliance documents, invoices, receipts.
• Ensure the store inventory is properly managed by keeping a good record.
• Maintain lease and contract documents within the property management department.
• Monitor and maintain the property maintenance work order register and assist in the preparation of status reports of ongoing work orders. 
• Respond to tenant, staff and branch concerns/complaints in a timely manner.
• Submit timely reports and prepare presentations as assigned by the head of the department.

Qualifications Required

• Bachelor’s degree in Land Economics or Real Estate Management.
• Minimum One (1) Year experience in a property management role in a busy customer-oriented environment.

Skills and Competencies Required

• Familiarity with office management procedures and basic accounting principles.
• Proficient in MS office suite
• Excellent organizational skills
• Excellent communication skills
• Desire to work as part of a team with a strong focus on client needs
• Ability to exercise discretion and maintain confidentiality
• Ability to handle multiple tasks/assignments