Manager, Administration and Property Management

• Job Type Full Time
• Qualification BA/BSc/HND , Professional Certificate
• Experience 5 - 7 years
• Location Nairobi
• Job Field Real Estate
• Develop and implement facilities management strategies that support business operations and growth.
• Oversee repair, maintenance and replacement of building infrastructure, equipment and installations across Head Office and branch network.
• Ensure implementation of preventive and planned maintenance programs for all facilities and assets.
• Manage service contracts for generators, UPS systems, elevators, fire equipment, HVAC systems, cleaning, landscaping, pest control and related services.
• Monitor service providers against agreed Service Level Agreements (SLAs).
• Ensure compliance with health, safety, environmental and fire safety regulations.
• Prepare and manage facilities maintenance budgets while ensuring cost efficiency and value for money.
• Oversee branch equipment leasing arrangements and lifecycle management.
• Asset uptime and availability.
• Compliance with statutory inspections.
• Maintenance budget adherence.
• Service-level compliance from vendors.
• Successful delivery of branch and office projects.
• Develop and execute the Bank's property and premises strategy.
• Manage acquisition, lease negotiations, renewals, relocations and disposal of premises and assets.
• Oversee administration of all owned and leased properties.
• Ensure timely acquisition and renewal of statutory licenses, permits and regulatory approvals.
• Manage landlord relationships and resolve tenancy matters promptly.
• Coordinate branch expansion, refurbishment and relocation projects.
• Optimize utilization of office space and property assets.
• Identify opportunities for digitization and automation of administration and facilities management processes.
• Manage budgets for rent, rates, utilities, licenses and related property expenses.
• Review and verify property-related invoices, leases and contractual obligations.
• Ensure timely settlement of rent, utilities and property-related obligations.
• Drive initiatives aimed at reducing occupancy and operational costs.
• Regulatory compliance across all properties.
• Effective lease management.
• Reduced occupancy costs.
• Optimal asset utilization.
• Manage outsourced records management and archival service providers.
• Ensure secure retention, retrieval and disposal of records in accordance with regulatory requirements.
• Oversee mailroom operations and internal distribution services.
• Manage courier service contracts and performance standards.
• Ensure efficient inventory management practices within stores operations.
• Timely record retrieval.
• Secure records management.
• Efficient mail and courier service delivery.
• Oversee management of owned, leased and outsourced transport resources.
• Develop fleet utilization and cost optimization initiatives.
• Manage vehicle maintenance schedules and regulatory compliance.
• Coordinate transportation requirements for business units.
• Manage taxi service providers, vehicle leasing companies and other transport vendors.
• Monitor fleet performance, utilization and costs.
• Fleet availability and utilization.
• Cost-efficient transport operations.
• Compliance with transport regulations.
• Deputize for the General Manager, Shared Services when required.
• Lead, mentor and develop direct reports to achieve high performance.
• Establish and monitor departmental KPIs and performance objectives.
• Drive employee engagement, succession planning and capability development.
• Foster a culture of customer service excellence, accountability and continuous improvement.
• Review and develop policies, procedures and operating guidelines relevant to Administration and Property Management.
• Strong team performance.
• Effective succession planning.
• Improved staff engagement and productivity.
• Manager, Administration - 1
• Administrator, Logistics – 1
• All Departments and branches
• Regulatory Authorities
• All Bank customers
• Service providers
• Ability to work interact with multiple stakeholders at all levels of the organization
• Leadership and mentorship skills
• Good communication and interpersonal skills
• Technical ability to understand and interpret architectural designs, quantity surveying, property management, engineering, building technology, legal, and general administration.
• Adequate Computer Literacy
• Bachelor's Degree in Business Administration, Real Estate, Property Management, Architecture, Building Economics, Quantity Surveying, Engineering, Construction Management or related field.
• Professional certification in Property Management, Facilities Management or Project Management will be an added advantage.
• Minimum 5 - 7 years' experience in property, facilities or construction management.
• At least 5 years' experience managing vendors, contracts and service providers.
• Experience managing multi-site property portfolios and facilities operations.
• Experience in the banking or financial services sector is an added advantage
• Ability to evaluate expenditure decisions, develop and manage both operational and capital budgets
• Ability to communicate effectively across all levels of the organization
• Ability to multitask and work quickly to efficiently provide positive outcomes