- Location
- Ghana
- Type
- Full-time
- Department
- Management
- Source
- PCRecruiter
Description
The Property Management Administrative Assistant is responsible for supporting the property management team in ensuring tenant satisfaction, effective landlord communication, and efficient coordination between clients, property owners, tenants, and contractors. This includes receiving and managing defect reports, coordinating inspections, handovers, and takeovers, and maintaining accurate documentation and records. The role requires excellent organizational and communication skills to liaise effectively with tenants, landlords, and team members while ensuring all systems and processes are followed consistently.
Key Responsibilities
1. Defects Management
• Receive and document all reported defects from tenants in Limble.
• Ensure defect alerts received in Limble are acknowledged and acted upon immediately.
• Communicate reported defects to landlords, including detailed information and supporting photos.
• Follow up with landlords for approval or direction on resolution; escalate if no response within 72 hours.
• Keep tenants informed of progress at all times, providing updates mainly via WhatsApp.
• Source and evaluate quotations for repairs or maintenance and present them to landlords for approval.
• Coordinate with Property Management Executives for defects in the organization's four managed projects; otherwise, manage directly.
• Ensure all defects are closed only after tenant sign-off in Limble and WhatsApp confirmation of satisfaction.
2. Handovers and Takeovers Management
• Coordinate and schedule inspections, handovers, and takeovers with landlords, tenants, and relevant team members.
• Communicate and enforce the organization’s standard fees for handovers/takeovers to landlords.
• Prepare all required documentation, ensuring accuracy and compliance with company protocols.
• Scan, file, and distribute completed documents to all parties promptly.
• Prepare PowerPoint presentations documenting property status for handovers/takeovers and circulate them to landlords and tenants.
3. Communication and Reporting
• Act as the central point of contact between tenants, landlords, and internal teams.
• Provide regular updates to the Sales Director and PM Executives.
• Escalate unresolved or complex issues to senior management.
• Maintain professional and timely communication with all stakeholders.
4. Cross-Department Communication
• Maintain regular communication with Sales & Lettings, Contracts, and Accounts teams.
• Ensure all relevant fees, charges, and agreements are shared and enforced accurately.
• Facilitate smooth information flow to ensure compliance and operational efficiency.
5. Limble Software Management
• Manage and update Limble with accurate and up-to-date records of defects, handovers, and takeovers.
• Enter and update work orders with full details, deadlines, and responsible parties.
• Upload inspection reports, quotations, approvals, and photos to Limble.
• Conduct periodic data audits to ensure accuracy and integrity.
• Recommend improvements in Limble use to optimize workflows.
6. Document Management
• Ensure all property management documents are accurate, complete, and compliant with company standards.
• Verify all documents are fully signed and properly filed.
• Maintain both physical and digital filing systems.
• Distribute finalized documents promptly to all stakeholders.
• Conduct routine audits to confirm completeness and accuracy.
• Safeguard all sensitive data in line with company confidentiality policies.
7. Team Collaboration
• Participate in weekly team meetings, providing updates on tasks and ongoing projects.
• Take and circulate accurate minutes of meetings.
8. Daily Reporting
• Work orders scheduled for the day, including LIMBLE Work Order #.
• Scheduled Preventive Maintenance tasks (PMs) for the current day.
• Handovers/Takeovers scheduled for the day.
• Relevant quotations that need to be sourced with the associated LIMBLE Work Order #.
• Breakdown of quotations awaiting approval with the associated LIMBLE Work Order #.
9. Weekly Reporting
Using LIMBLE prepare the report highlighting the following:
• Upcoming Property Managements
• Completed Tasks in Last Month
• Completed Tasks Current Week
• Open Tasks Current Week
• Open Unplanned WOs and Work Requests Last 45 Days
• All Outstanding in Progress Tasks (Full Year)
• Generate a screenshot of LIMBLE for easy visibility of the Tiles as indicated above
• Scheduled Handovers and Takeovers: List their status and updates
• Scheduled Routine Property Inspections: Include inspections for key accounts.
• Report on the inspections conducted and costs associated in compliance with Agency Agreement and AKA 331.
10. Monthly Reporting
• Consolidate weekly reports into a monthly summary.
• Include work order performance versus SLA targets.
• Highlight major achievements, challenges, and suggestions for improvement.
11. Performance Targets / KPIs
• 100% of service requests logged in Limble within 24h weekdays / 48h weekends.
• 100% of landlords notified immediately of service requests.
• 100% of defects closed only after tenant sign-off in Limble and WhatsApp confirmation.
• 100% escalation of landlord non-responses after 72 hours.
• Minimum average tenant satisfaction score: 95%.
• All handover/takeover documents completed, signed, and filed according to AKA 500 & AKA 800 procedures.
Key Responsibilities
1. Defects Management
• Receive and document all reported defects from tenants in Limble.
• Ensure defect alerts received in Limble are acknowledged and acted upon immediately.
• Communicate reported defects to landlords, including detailed information and supporting photos.
• Follow up with landlords for approval or direction on resolution; escalate if no response within 72 hours.
• Keep tenants informed of progress at all times, providing updates mainly via WhatsApp.
• Source and evaluate quotations for repairs or maintenance and present them to landlords for approval.
• Coordinate with Property Management Executives for defects in the organization's four managed projects; otherwise, manage directly.
• Ensure all defects are closed only after tenant sign-off in Limble and WhatsApp confirmation of satisfaction.
2. Handovers and Takeovers Management
• Coordinate and schedule inspections, handovers, and takeovers with landlords, tenants, and relevant team members.
• Communicate and enforce the organization’s standard fees for handovers/takeovers to landlords.
• Prepare all required documentation, ensuring accuracy and compliance with company protocols.
• Scan, file, and distribute completed documents to all parties promptly.
• Prepare PowerPoint presentations documenting property status for handovers/takeovers and circulate them to landlords and tenants.
3. Communication and Reporting
• Act as the central point of contact between tenants, landlords, and internal teams.
• Provide regular updates to the Sales Director and PM Executives.
• Escalate unresolved or complex issues to senior management.
• Maintain professional and timely communication with all stakeholders.
4. Cross-Department Communication
• Maintain regular communication with Sales & Lettings, Contracts, and Accounts teams.
• Ensure all relevant fees, charges, and agreements are shared and enforced accurately.
• Facilitate smooth information flow to ensure compliance and operational efficiency.
5. Limble Software Management
• Manage and update Limble with accurate and up-to-date records of defects, handovers, and takeovers.
• Enter and update work orders with full details, deadlines, and responsible parties.
• Upload inspection reports, quotations, approvals, and photos to Limble.
• Conduct periodic data audits to ensure accuracy and integrity.
• Recommend improvements in Limble use to optimize workflows.
6. Document Management
• Ensure all property management documents are accurate, complete, and compliant with company standards.
• Verify all documents are fully signed and properly filed.
• Maintain both physical and digital filing systems.
• Distribute finalized documents promptly to all stakeholders.
• Conduct routine audits to confirm completeness and accuracy.
• Safeguard all sensitive data in line with company confidentiality policies.
7. Team Collaboration
• Participate in weekly team meetings, providing updates on tasks and ongoing projects.
• Take and circulate accurate minutes of meetings.
8. Daily Reporting
• Work orders scheduled for the day, including LIMBLE Work Order #.
• Scheduled Preventive Maintenance tasks (PMs) for the current day.
• Handovers/Takeovers scheduled for the day.
• Relevant quotations that need to be sourced with the associated LIMBLE Work Order #.
• Breakdown of quotations awaiting approval with the associated LIMBLE Work Order #.
9. Weekly Reporting
Using LIMBLE prepare the report highlighting the following:
• Upcoming Property Managements
• Completed Tasks in Last Month
• Completed Tasks Current Week
• Open Tasks Current Week
• Open Unplanned WOs and Work Requests Last 45 Days
• All Outstanding in Progress Tasks (Full Year)
• Generate a screenshot of LIMBLE for easy visibility of the Tiles as indicated above
• Scheduled Handovers and Takeovers: List their status and updates
• Scheduled Routine Property Inspections: Include inspections for key accounts.
• Report on the inspections conducted and costs associated in compliance with Agency Agreement and AKA 331.
10. Monthly Reporting
• Consolidate weekly reports into a monthly summary.
• Include work order performance versus SLA targets.
• Highlight major achievements, challenges, and suggestions for improvement.
11. Performance Targets / KPIs
• 100% of service requests logged in Limble within 24h weekdays / 48h weekends.
• 100% of landlords notified immediately of service requests.
• 100% of defects closed only after tenant sign-off in Limble and WhatsApp confirmation.
• 100% escalation of landlord non-responses after 72 hours.
• Minimum average tenant satisfaction score: 95%.
• All handover/takeover documents completed, signed, and filed according to AKA 500 & AKA 800 procedures.
Skills
Compliance