Property Officer at Kwacha Pension Trust Fund

Kwacha Pension Trust Fund (KPTF) is a single employer defined benefit pension fund. The Fund seeks a highly skilled and motivated professional to be part of a dynamic team and fill the position of Property Officer based in Lusaka.

Job Purpose

Reporting to the Investments Officer, the Property Officer effectively manages the Fund’s properties which includes maintaining the buildings, ensuring rental collections, selection and retention of tenants, lease enforcement and general property administrative work.

Key Responsibilities

• To maintain the buildings and ensure that the buildings are at the highest standard of rented commercial/residential space and accommodation;
• To ensure that all properties are at all times fully functional and in a habitable condition;
• To ensure the reconciliation of rental income in conjunction with the Finance department on a monthly/quarterly basis;
• To prepare planned maintenance schedules and budgets for the properties as well as advising on which properties require periodical maintenance/upgrade;
• To ensure that the required repairs and maintenance works are completed by preparing the Bill of Quantities (BOQ) and the scope of works for contractors, obtaining quotations for the work, estimating the cost of works and inspecting the work undertaken by contractors;
• To prepare tender documents for minor works to be done at sites;
• Tenant retention – Scrutinizing and assessing carefully the existing and prospective tenants as to their, nature of business, capacity and credit worthiness in order to have a good tenant mix and make recommendations;
• To implement and enforce tenant leases to ensure compliance with all provisions of the lease agreements by the tenants;
• Assessing and vetting of contractors for the jobs tendered and recommending suitability of contractors;
• Supervision of all contractors and inspection of all work carried out to ensure performance is as per scope of works;
• Ensuring that health, safety and security programmes are implemented (e.g. fire plans, alarms, lifts, air conditioners);
• Attending and responding to maintenance issues – such as complaints from tenants;
• To ensure that all invoices are sent at least 10 days before the rental charge date;
• To prepare annual marketing plans to ensure full occupancy of both commercial and residential properties;
• To prepare periodic reports on the reconciled rental schedule, property occupancy, lease position, legal case position, status of buildings, maintenance works requests, maintenance works completed and maintenance works in progress.

Qualifications & Competencies

• Full Grade 12 certificate with at least five (5) O levels credits including English Language and Mathematics;
• Degree in Engineering, Quantity Surveying or other property related and property management qualification;
• Professional membership with professional bodies such as the Engineering Institution of Zambia (EIZ), the Zambia Institute of Estate Agents or Surveyors Institute of Zambia.

Experience

• Minimum 2 years’ relevant experience in Property maintenance and management.

Technical Skills

• Should have excellent communication skills;
• Should be a problem solver and self-driven;
• Should have excellent budgeting skills;
• Should have excellent administration skills including human resource, ICT and procurement;
• Should be a proficient user of various software applications such as Microsoft Office.

Behavioral Skills

• Hardworking;
• Honest;
• Results-oriented; and
• Accountable.

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