ESTATE MANAGER

On behalf of our client, We are seeking a highly organized, proactive, and results-driven Estate Manager to oversee the day-to-day operations, maintenance, and administrative management of our client's property portfolio. The successful candidate will ensure that all physical structures, facilities, grounds, and related services operate at peak efficiency, maintaining high standards of safety, compliance, and asset preservation.

Responsibilities

• Managing and overseeing directly a team of about 17 other Employer’s staff including security guards. 
• Meeting with Employer’s tenants (current and new) and the homeowners, addressing their concerns on maintenance, day to day operations including supervision of cleaning staff, viewing vacant spaces, dealing with and overseeing external contractors for plumbing, electrical, Gen-set repairs, air condition repairs etc.
• To be in a position to expedite prompt resolution of all faults whilst keeping the tenants and homeowners updated daily via calls and emails.
• To keep his Line Manager and Directors in the loop of all  tenant’s and homeowner’s concerns/complaints  in-order to manage the relationships.
• To prepare inventory lists as well as conducting pre & post occupation inspection of units/office space. To ensure a full post inspection report is provided before tenants leave the property to ensure they are held responsible for damages done through the security deposits made.
• To ensure all payments are made timely by tenants by following the correct Employer’s payment procedure. Likewise, with all funds paid out by the Employer’s finance team, to conduct follow ups and reporting in regards supporting documents are in place.
• Monthly reading and monitoring of the Properties’ Service Levy Meters, ensuring the information is shared with the Finance Team as well as to ensure prompt issuance of the invoices to the tenants and homeowners. Ensuring tenants and homeowners sign copies of said invoice for the file. Assisting the Employer’s management to follow up on late payments of rent by the tenants on the Properties.
• Direct liaison between tenants, homeowners and finance team with regards to deposits of rental payments and service levy, as well as withdrawal of funds from the finance team to action different works. 
• To be the primary liaison person between the Employer and Municipal Councils and all other service providers such as trash collections, gardening, parking levy’s, municipal levy’s etc.
• Ensuring the records kept are in order and the format provides the best information. Specifically in regards AC maintenance reporting, security books at all properties to record all key developments, Luku book to ensure all inputs are recorded correctly and fuel logs and to ensure all inputs are recorded correctly, staff file Etc. 
• To prepare weekly and monthly reports on the work done, the works to be done in the coming week and month as well as the general condition of the Properties. These reports are to include quotes for work required. For the first 6 months conduct weekly calls with your line manager.
• To prepare monthly and initial annual budgets for all the works to be done on the Properties. Both monthly and annual budgets to be reviewed jointly with your line manager.
• To communicate with his line manager daily via phone and email. To promptly reply to all email, calls and WhatsApp communications from the management (within 24 Hours) to ensure expedient resolutions of any problems on the Properties.
• To perform any other related duties and normal daily activities as shall be assigned by the Directors of the Employer. 
• To occasionally do such work as a reserve driver of the Employer on emergency basis

Qualifications & Requirements

• Bachelor’s Degree in Land Management and Valuation, Property and Facilities Management, Real Estate, Business Administration, or a related field.
• Minimum of 2 years of proven experience in property management, estate administration, or facilities operations.
• Strong working knowledge of property maintenance operations and building systems.
• Proficiency in Microsoft Office Suite (Excel, Word) and property management software.
• Clear understanding of Tanzanian property laws, land regulations, and statutory compliance.
• Exceptional organizational and multi-tasking abilities.
• Strong negotiation, problem-solving, and vendor management skills.
• Excellent interpersonal and communication skills in both English and Swahili.
• High level of integrity, discretion, and attention to detail.