Background

Africa Panorama Investment Group Limited is a diversified investment and development group with core operations in construction and installation, real estate development, and overseas investment, supported by property management, landscaping, and project finishing services.

We are looking for a qualified, organised, and results-oriented Property Officer to join our team and support the effective management and administration of the organisation's properties and facilities.

Department: Administration / Property Management

Reports To: Property Manager / Head of Administration

Location: Lusaka, Zambia

Employment Type: Full-Time

JOB PURPOSE

The Property Officer will be responsible for the effective management, maintenance, administration, and monitoring of the organisation's properties and facilities.

The role involves coordinating property maintenance, monitoring occupancy and leases, maintaining accurate property records, coordinating contractors and service providers, and ensuring that properties remain safe, functional, well-maintained, and compliant with applicable requirements.

KEY RESPONSIBILITIES

1. Property Management

Manage and monitor the organisation's residential, commercial, office, and other properties.

Conduct regular property inspections and identify maintenance, repair, and improvement requirements.

Maintain accurate and up-to-date property records, including ownership documents, leases, tenancy information, and maintenance records.

Monitor the condition, use, security, and general upkeep of properties.

Coordinate property handovers, occupation, and vacation of premises.

Follow up on property-related issues and ensure timely resolution.

2. Maintenance and Repairs

Coordinate routine, preventive, and corrective maintenance of buildings and facilities.

Report, track, and follow up on maintenance issues to ensure timely resolution.

Monitor the quality, progress, and completion of maintenance and repair works.

Develop and maintain schedules for planned and preventive maintenance.

Ensure maintenance activities are properly documented.

3. Contractor and Service Provider Management

Coordinate and monitor contractors, suppliers, security companies, cleaning services, and other property-related service providers.

Obtain and review quotations for property-related works and services where required.

Verify that works and services are delivered according to agreed specifications and standards.

Monitor contractor and service provider performance and report concerns to management.

Maintain proper records of contracts, quotations, invoices, service reports, and completed works.

4. Health, Safety and Compliance

Support compliance with applicable health, safety, building, fire, environmental, and other regulatory requirements.

Conduct regular property safety and condition inspections.

Identify potential risks and recommend appropriate corrective measures.

Ensure fire safety equipment, electrical systems, plumbing, security systems, and other essential facilities are regularly inspected and maintained.

Escalate significant safety, security, or compliance concerns to management promptly.

5. Financial and Administrative Duties

Assist with the preparation of property maintenance and operational budgets.

Monitor property-related expenditure and support effective cost control.

Review and verify invoices for property-related services before submission for payment.

Maintain proper documentation and filing systems for property-related transactions.

Prepare periodic property management reports for management.

Assist with the procurement of property-related goods and services where required.

6. Property and Asset Records

Maintain an accurate and up-to-date property and facilities database.

Maintain records of property assets, equipment, maintenance history, warranties, and service contracts.

Assist with periodic physical verification of property assets.

Ensure property documentation is securely stored and readily accessible when required.

Maintain accurate records of property inspections, repairs, maintenance activities, and service providers.

QUALIFICATIONS AND EXPERIENCE

Diploma or Bachelor's Degree in Property Management, Real Estate, Facilities Management, Business Administration, or a related field.

Relevant professional experience in property management, facilities management, estate management, asset management, or a related field.

Practical knowledge of property management principles, maintenance procedures, and lease administration.

Experience coordinating and working with contractors, suppliers, and service providers.

Good working knowledge of Microsoft Office applications, particularly Microsoft Word and Excel.

Membership in a relevant professional body will be an added advantage.

KEY SKILLS AND COMPETENCIES

Property and facilities management skills.

Strong organisational and administrative skills.

Knowledge of contract and lease administration.

Budget monitoring and cost-control skills.

Strong communication and interpersonal skills.

Negotiation and problem-solving abilities.

Strong attention to detail.

Ability to manage multiple properties, priorities, and tasks effectively.

Good report-writing and record-keeping skills.

Ability to work independently and as part of a team.

Strong integrity, confidentiality, professionalism, and accountability.

PERSONAL ATTRIBUTES

The ideal candidate should be:

Organised and highly attentive to detail.

Proactive and able to take initiative.

Professional and dependable.

Practical and solution-oriented.

A strong communicator.

Able to build and maintain positive relationships with tenants, contractors, suppliers, and colleagues.

Capable of managing competing priorities and meeting deadlines.

Committed to maintaining high standards of property care and service delivery.

GENERAL DUTIES

The successful candidate may be required to perform other duties reasonably related to the position and assigned by management from time to time.

• Manage and monitor the organisation's residential, commercial, office, and other properties.
• Conduct regular property inspections and identify maintenance, repair, and improvement requirements.
• Maintain accurate and up-to-date property records, including ownership documents, leases, tenancy information, and maintenance records.
• Monitor the condition, use, security, and general upkeep of properties.
• Coordinate property handovers, occupation, and vacation of premises.
• Follow up on property-related issues and ensure timely resolution.
• Coordinate routine, preventive, and corrective maintenance of buildings and facilities.
• Report, track, and follow up on maintenance issues to ensure timely resolution.
• Monitor the quality, progress, and completion of maintenance and repair works.
• Develop and maintain schedules for planned and preventive maintenance.
• Ensure maintenance activities are properly documented.
• Coordinate and monitor contractors, suppliers, security companies, cleaning services, and other property-related service providers.
• Obtain and review quotations for property-related works and services where required.
• Verify that works and services are delivered according to agreed specifications and standards.
• Monitor contractor and service provider performance and report concerns to management.
• Maintain proper records of contracts, quotations, invoices, service reports, and completed works.
• Support compliance with applicable health, safety, building, fire, environmental, and other regulatory requirements.
• Conduct regular property safety and condition inspections.
• Identify potential risks and recommend appropriate corrective measures.
• Ensure fire safety equipment, electrical systems, plumbing, security systems, and other essential facilities are regularly inspected and maintained.
• Escalate significant safety, security, or compliance concerns to management promptly.
• Assist with the preparation of property maintenance and operational budgets.
• Monitor property-related expenditure and support effective cost control.
• Review and verify invoices for property-related services before submission for payment.
• Maintain proper documentation and filing systems for property-related transactions.
• Prepare periodic property management reports for management.
• Assist with the procurement of property-related goods and services where required.
• Maintain an accurate and up-to-date property and facilities database.
• Maintain records of property assets, equipment, maintenance history, warranties, and service contracts.
• Assist with periodic physical verification of property assets.
• Ensure property documentation is securely stored and readily accessible when required.
• Maintain accurate records of property inspections, repairs, maintenance activities, and service providers.

• Property and facilities management skills.
• Strong organisational and administrative skills.
• Knowledge of contract and lease administration.
• Budget monitoring and cost-control skills.
• Strong communication and interpersonal skills.
• Negotiation and problem-solving abilities.
• Strong attention to detail.
• Ability to manage multiple properties, priorities, and tasks effectively.
• Good report-writing and record-keeping skills.
• Ability to work independently and as part of a team.
• Strong integrity, confidentiality, professionalism, and accountability.

• Diploma or Bachelor's Degree in Property Management, Real Estate, Facilities Management, Business Administration, or a related field.
• Relevant professional experience in property management, facilities management, estate management, asset management, or a related field.
• Practical knowledge of property management principles, maintenance procedures, and lease administration.
• Experience coordinating and working with contractors, suppliers, and service providers.
• Good working knowledge of Microsoft Office applications, particularly Microsoft Word and Excel.
• Membership in a relevant professional body will be an added advantage.