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

• 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
• 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
• 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
• Develop a complete schedule for garden and parking area maintenance 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
• Monitor electricity (Luku) meter usage and purchase additional units on a regular schedule based on consumption tracking
• Read the water (Dawasa) 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
• Monitor backup electricity (generator) fuel levels, order diesel when needed, and ensure the generator is serviced according to schedule
• Keep accurate records of garbage 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
• Arrange fumigation and pest control services as needed
• Proactively manage and prevent rat issues
• 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
• 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
• 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, and recognize and celebrate staff who show significant improvement each month
• Develop a regular schedule to inspect and test electric fence integrity and functionality, CCTV system, security lights, motion sensors, and other security equipment
• Perform random night-time checks of security guards

• Receptionist skills
• Customer service skills
• Tenant management
• Billing and collection
• Maintenance request handling
• Booking management
• Rule enforcement
• Purchasing assistance
• Cleaning supervision
• Gardening and landscaping
• Pest control
• Utilities management (electricity, water, generator)
• Garbage collection coordination
• Repair coordination
• Stock management
• Staff supervision
• Team leadership
• Security system inspection
• Communication skills
• Organizational skills
• Problem-solving skills

• Diploma in Business Administration or related field