Position Overview

Job Title: Receptionist/Building Manager

Location: Dar es Salaam

Qualifications: Diploma in Business Administration or related field

Key Responsibilities

Reception Duties

• Welcome residents and visitors warmly
• Show apartments to prospective tenants
• Prevent unauthorized individuals from entering the property
• Answer phone calls and emails promptly
• Receive and manage deliveries and mail

Tenant Management & Communication

• Set up and manage a monthly tracking system for tenant electricity and water sub-meter payments, including follow-up on outstanding amounts
• Establish an annual system for billing and collection of rent, utilities, and service charges
• Respond to tenant maintenance and other requests within a reasonable timeframe
• Maintain booking schedules for apartments
• Enforce building rules and policies consistently
• Assist tenants with purchasing items such as cooking gas, internet, and cable TV

Cleanliness, Landscaping, Pest Control & Utilities

Cleanliness

• Within the first month, create and implement a daily work schedule and printed checklist for cleaners
• Ensure thorough daily cleaning of: halls and stairwells, garden, pool area and bathrooms, laundry room, perimeter walls, common kitchen, garbage collection area, staff toilets, guard hut, parking area, and staff accommodations

Garden & Parking Area Maintenance

• Develop a complete schedule (within first month) covering:
  • Regular watering of plants
  • Picking up trash
  • Raking dry leaves
  • Identifying and treating diseased plants promptly
  • Sweeping the parking area
  • Pruning shrubs and trees
  • Removing dead leaves
  • Trimming grass along borders
  • Applying fertilizer and compost
  • Composting dry leaves
  • Replacing plants in flower pots

Utilities Management

• Electricity (Luku): Monitor meter usage and purchase additional units on a regular schedule based on consumption tracking
• Water (Dawasa): Read the meter on the 12th of each month and ensure payment is made within 5 days of receiving the bill
• Check the water reservoir level daily
• Backup electricity (generator): Monitor fuel levels, order diesel when needed, and ensure the generator is serviced according to schedule

Garbage Collection

• Keep accurate records of collection dates
• Follow up with the garbage collector to prevent overflowing bins
• Establish a regular schedule for cleaning garbage bins, including who is responsible and how/where it should be done

Pest Control

• Arrange fumigation and pest control services as needed
• Proactively manage and prevent rat issues

Repair & Maintenance

• Maintain proper stock of cleaning and gardening materials in a secure, well-organized storage area
• Ensure availability of consumables (light bulbs, toilet paper, soap, pool chemicals, water filters, etc.)
• Keep gardening equipment and supplies in good condition and store them safely (to protect pets and children)
• Establish a clear storage system and reorder items as needed without losses
• Keep the swimming pool clean and properly chemically balanced
• Coordinate with technicians and ensure repairs are completed quickly
• Arrange regular servicing of air conditioners, generator, and water filters according to schedule
• Regularly check generator oil, water, and fuel levels
• Ensure fire extinguishers are serviced on schedule

Staff Management

• Create a reliable system to track staff attendance and prepare monthly staff reports
• Supervise staff to ensure they perform their duties skillfully and responsibly
• Hold weekly team meetings to:
  • Build teamwork
  • Identify areas for performance improvement
  • Gather staff input on ways to enhance work and collaboration
• Recognize and celebrate staff who show significant improvement each month

Security

• Develop a regular schedule to inspect and test:
  • Electric fence integrity and functionality
  • CCTV system
  • Security lights
  • Motion sensors
  • Other security equipment
• Perform random night-time checks of security guards