Property Administration Officer – Government Institutions Pension Fund

Job Description

Key Responsibilities

• Provide comprehensive office and property administration services to the GIPF, which entails ensuring general cleanliness of work facilities and surrounding areas, as well as general administrative programs for effectively managing the GIPF’s front office, landscaping, and cleaning activities.
• Manage the GIPF’s growing fleet of vehicles, which requires acquisition, optimum utilisation, and maintenance of this fleet of vehicles.
• Procurement of project services and project resources
• In liaison with the manager develop and implement the rental management policy, procedures and user/rental manuals
• Determine standard cleaning duties for the cleaning team
• Coordinate all messaging services in conjunction with registry/mail coordination section
• Establish a logging system by which drivers can be booked for certain tasks
• Maintain records or correspondence and documentation in relation to established contracts and those in progress.
• In liaison with the manager, code, record and allocate company vehicles to respective departments in line with approved plans and procedures.
• Perform regular safety and security checks and recommend improvements to the Officer: Property and Infrastructure Maintenance (improve keys management, firefighting, monitoring of areas etc.)
• Organize and monitor scheduled office cleaning services to ensure that they are provided at appropriate times and that they meet the required standards.
• Administer fleet management requirements as needed by all the GIPF offices and monitor maintenance schedules of all vehicles as per services plan requirements.
• Obtain feedback from users and give feedback to the staff for positive reinforcement as well as highlighting development areas.
• Update own job knowledge by keeping abreast with current regulations and accepted practices.

Requirements

• A degree in Land Management, Property studies, construction management, or related field, with a focus on facilities management.
• 3 years of relevant advanced/hands-on work experience in real estate property management and administration, preferably in a commercial environment.
• 3-4 years supervisory experience.
• Sound appreciation of property laws, regulations, and compliance requirements
• Knowledge in project management will be an added advantage.
• Knowledge of: Fixed asset management, quotations, management and control of contract staff, fleet management, conflict management, controlling and coordinating, customer interaction, reception/switchboard, office safety and security, written and verbal skills, office equipment functionality, and good reasoning
• Skills: Analytical, budgeting, buying, and advising, calm disposition, conscientious, constructive customer-oriented decision making, good administration, interpersonal, leadership, negotiating, numeric, operational specialist, planning, practical problem solving, presentation, project management, supervision, and time management.
• Attributes: Assertive, adaptive, accurate, attention to detail, decisive, diligent, flexibility, handle pressure and stress, helpful, initiative, innovative, integrity, meeting deadlines, organised, patient, multi-focal, performance driven, professional, reliability, and self-motivation

How to Apply