Lets Write Africa’s Story Together!
Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.
Job Description
JOB PURPOSE STATEMENT
The Property maintenance Officer is responsible for maintaining the bank’s head office and branch look and feel, managing repair and maintenance estimates, handling landlord relations, and ensuring efficient facilities management. The role also involves liaising with procurement to oversee lease agreements and ensuring compliance with contractual obligations. Additionally, the role requires close collaboration with the Finance Team and the Admin Supervisor to streamline operational processes and financial reconciliations related to Facilities and facility management.
KEY RESPONSIBILITIES.
Head Office and Branch Look and Feel Management
- Ensure all bank branches adhere to the corporate branding and aesthetics standards and OSH requirements.
- Conduct periodic inspections to maintain a clean, organized, and professional branch environment.
- Coordinate with relevant teams to address any deviations in branding, signage, and overall presentation.
Repair and Maintenance Estimates
- Assess and document branch maintenance and repair needs.
- Obtain and evaluate cost estimates for repairs, renovations, and facility upgrades.
- Liaise with vendors and contractors to ensure timely and cost-effective resolution of maintenance issues.
Landlord and Lease Management
- Act as the primary point of contact for landlords regarding lease terms, rent payments, and Facilities concerns.
- Handle lease renewals, rent escalations, and negotiations in collaboration with procurement and legal teams.
- Resolve any disputes or issues related to lease agreements and landlord expectations.
- Work closely with the Finance Team to track rental payments, lease-related costs, and ensure accurate financial reporting.
Facilities Management
- Oversee the functionality and maintenance of branch infrastructure, including utilities, security, and HVAC systems.
- Ensure all facilities comply with safety, health, and regulatory requirements.
- Coordinate with service providers for cleaning, security, and other facility-related services.
- Collaborate with the Admin Supervisor to streamline administrative support for facility-related needs.
- Coordinate and manage scheduled preventative maintenance for mechanical and electrical assets in the buildings.
- Manage and maintain compliance with building codes in terms of fire protection, smoke detection, HVAC, electrical installations, wet services etc.
- Ensure compliance to all Health and Safety requirements as per the country applicable legislation and company policies, standards, procedures and protocols.
- Ensure compliance with the Contractor Management Health and Safety standards.
- Responsible for the implementation and adherence to statutory requirements, regulations, and codes of practice.
- Identify, assess, and mitigate risks within the facility to protect assets, personnel, and operations.
- Responsible for the upkeep and improvement of the facilities.
Procurement & Finance Liaison
- Work closely with Procurement to track lease agreements, renewals, and expirations.
- Ensure lease terms are adhered to, and all necessary documentation is updated.
- Assist in negotiating lease agreements and ensuring cost-effectiveness for the bank.
- Partner with the Finance Team to ensure timely processing of rental payments and proper budget allocations for facility expenses.
Key Competencies & Skills:
- Facilities and Facilities management experience, preferably in a banking environment.
- Strong negotiation and landlord relationship management skills.
- Knowledge of lease agreements, financial reconciliation, and procurement processes.
- Ability to manage multiple branches and prioritize tasks effectively.
- Strong analytical skills for cost estimation and budgeting.
- Good understanding of health and safety regulations in workplace management.
- Excellent communication and stakeholder management skills.
- Proficiency in MS Office and Facilities management software.
Qualifications & Experience:
- Bachelor’s degree in Facilities Management, Quantity Surveyor, Real Estate, Procurement, Business Administration, or a related field.
- Minimum 3 years of experience in facilities management, Facilities administration, or lease management.
- Experience in a banking or financial institution is an added advantage.
- Strong background in financial reconciliation related to lease and facility expenses.
Work Environment:
- Office-based with frequent site visits to various branches.
- Regular interaction with finance, procurement, landlords, vendors, and the admin team.
Performs simple clerical duties by applying office procedures including answering calls, managing basic financial transactions and recording, typing or word processing, filing, and other ad-hoc activities to increase efficiency.
Responsibilities
Administration
Produce, update, and provide best practice support on Microsoft documents, databases, and other departmental systems. Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.
Document Management
Create, organize, and maintain files containing the correspondence and records of a senior colleague.
Document Preparation
Prepare routine letters, memoranda, reports, and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.
Work Scheduling and Allocation
Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.
Operations Management
Carry out operational tasks by following established processes. This will involve adjusting multiple settings or parameters to meet performance standards.
Internal Client Relationship Management
Help manage internal client relationships by supporting others to build effective working relations.
Operational Compliance
Develop working knowledge of the organization’s policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.
Data Collection and Analysis
Extract relevant data from information provided by others, and input it into spreadsheets or standard formats.
Personal Capability Building
Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
Skills
Action Planning, Action Planning, Banking, Budgeting, Client Management, Computer Literacy, Database Administration, Desktop Publishing (DTP), Executing Plans, Facilities Administration, Facility Management, Lease Agreements, Leasing, Management Reporting, Negotiation, Network Administration, Numerical Aptitude, Office Systems, Oral Communications, Organizing, Payment Handling, Policies & Procedures, Procurement, Property Maintenance, Relationship Management {+ 1 more}
Competencies
Collaborate
Closing Date
09 April 2025 , 23:59
