Property Management (40%)

• Property Management: Oversee the daily operations and maintenance of land and apartment buildings, ensuring the property is clean, well-maintained, and compliant with all regulations.
• Caretaker Coordination and Supervision: Liaise with the property caretaker on matters related to cleaning, tenant issues, maintenance, security, repairs, and general services.
• Tenant Relations: Act as the Face of Management-primary point of contact for tenants, addressing concerns, handling disputes, conflict resolutions, resolving issues, and ensuring tenant satisfaction.
• Lease Management: Handle lease agreements, renewals, and terminations, ensuring all paperwork is completed accurately and on time.
• Rent Collection: Manage the collection of rent payments, ensuring timely payments and following up on overdue accounts.
• Marketing and Advertising: Promote available apartments through various channels, such as online listings, print media, and open houses, to attract prospective tenants.
• Tenant Screening: With the support of Caretaker, screen potential tenants by conducting background checks, credit checks, and interviews to ensure they meet the necessary criteria for leasing.
• Expense Management: Prepare and manage budgets, payments for apartment operations, including maintenance, utilities, security, and improvements, ensuring minimal expenses. Pay and track real estate-related expenses including water, power, wages, caretaker fees, security, trash collection, and other general costs.
• Oversee Procurement And logistics: Souring of all material requires to conduct maintenance and repairs as well as cleaning detergents at competitive prices
• Petty cash management; Oversee the use and authorization of petty cash, track expenses, and ensure proper documentation, reconciliation and accountability receipts are attached.
• Monthly Reporting: Prepare and submit a monthly rent report, detailing income and expenses
• Compliance and Legal Issues: Ensure all rental practices comply with local housing laws, safety codes, and regulations, addressing any legal concerns or disputes as they arise, ensure land rates are promptly paid
• Bi - weekly Property Inspections: Conduct twice a month, inspections of the apartments and common areas, scheduling and overseeing maintenance, repairs, and upgrades.
• Implement Tracking & Reporting System: Keep and track accurate records of leases, rent payments, maintenance work, and tenant communications, and provide regular reports to property owners or management teams.
• Property Improvement and Upgrades: Identify opportunities for property enhancements, whether through renovations or cosmetic upgrades, to maintain or increase the property’s value and appeal to potential tenants.
• Title & Lease Management: Assist and lead the MD in managing title and lease documentation, ensuring proper filing, secure custody and the transfer of all properties to family business as part of succession planning preparation. Complete the transfer of titles to family business(currently with the lawyer).
• Family Trust; Assist MD in collaborating with legal counsel to set up a Family Trust. This includes ensuring all necessary steps are taken to establish a comprehensive succession plan, protecting family assets and providing clarity for future management
• Land Development- Assist and lead the MD in identifying and securing a bank to finance the undeveloped piece of lands.
• Investment Savings Optimization: In collaboration with the Finance team, take lead in identifying and establishing saving accounts with investment banks to secure better returns at the same time monitoring account performance.
• Property Transfer Oversight- Oversee seamless transfer and handover of two Properties under construction, ensuring a smooth transition from contractors to MD ownership. Tracking all the communication and payment done in liaison with the MD lawyer.
• Investment Tracking: Maintain and update an investment tracking sheet on Google to ensure all Property and investments are well-documented.

Personal Assistant (30%)

• Management of MD Brand management: Oversee and maintain the MD’s social media presence, ensuring content is up-to-date and aligned with business goals. Facebook, Linkedin, Instagram, TikTok etc.
• MD Expense Tracking and Refunds: Ensure timely monthly expense reimbursements to MD (critical).
• Audit of Cash Withdrawals and Payments: Audit family financial transactions to ensure accuracy, compliance, and proper documentation.
• Travel Management Coordination: Organize travel arrangements, including flights, accommodations, and itineraries, ensuring the MD’s and her family trips run smoothly and booked in advance to save cost.
• Travel Expenses: Track and manage travel expenses and arrangements for the MD, ensuring accuracy and cost-effectiveness.
• Disbursement of Monthly/quarterly Payments: Club membership, Workers, Pay water, power bills, service charge, Wi-Fi on quarterly basis,
• University Management: Ensure that the daughters university fees, rent, utilities and monthly allowances are paid on time and accurately
• Workers Support Management: Ensure all workers and househelp are paid on time and address any of their requirements.
• Personal Communication Audits: Regularly audit communication channels (gmail, WhatsApp) to ensure proper protocols are followed, aligning with best standards responses, and ensure that the Ann’s communication is timely.
• Maintain and update MD on school calendars, tracking key dates such as the academic year start and end, holidays, breaks, and their academic performance.

Executive Assistant (30%)

• Core Administrative and Communication Tasks: Manage the MD’s calendar and visitors to ensure smooth operations. Ensure the MD has all gadgets charged and working for a smooth workday.
• Project Coordination: Assist with business and family projects, ensuring deadlines are met and resources are in place.
• Audit of Cash Withdrawals and Cheque Payments: Audit business financial transactions to ensure accuracy, compliance, and proper documentation.
• Meeting Coordination: Prepare meeting agendas, ensure follow-up on action points, and coordinate logistics for MD and personal meetings.
• Document Management: Draft, manage, and file business and personal documents, ensuring confidentiality and timely access.
• Project Management: Provide project management support for both business-related and personal tasks, ensuring deadlines and goals are met.
• Confidentiality and Discretion: Handle sensitive and confidential matters with discretion and professionalism.
• Attendance and Support in Departmental Meetings: Attend meetings as the eye of MD, support in taking minutes and track action points to ensure follow-up and accountability across departments.
• Business Communication Audits: Support in regular audit of communication channels (MDs FCL email and official FCL WhatsApp groups) to ensure prompt response and resolution of pending matters.

Qualifications Educational Background:

• Diploma or bachelor’s degree in business administration, Property Management, or a related field.

Work Experience:

• Minimum of 5 years in executive support, property management, or a similar role.
• Proven experience in managing high-level communication, projects, and tenant relations.