Job overview

Reports to: Property & Facilities Manager

Department: Property & Facilities

Location: Dar es Salaam, Tanzania

Position purpose

The Assistant Property & Facilities Manager will support the Property & Facilities Manager in maintaining company properties to a high standard.

The position involves coordinating maintenance activities, supervising contractors and building staff, conducting inspections, ensuring compliance with health and safety requirements, and providing prompt, high-quality services to tenants.

This is an operational and field-based role responsible for ensuring that day-to-day maintenance activities are completed efficiently and cost-effectively.

Key responsibilities

The Assistant Property & Facilities Manager will:

• Assist in planning and coordinating preventive and corrective maintenance.
• Conduct routine inspections of all buildings and prepare inspection reports.
• Monitor maintenance requests and ensure the timely completion of work orders.
• Supervise maintenance technicians, building managers and contractors working on assigned projects.
• Obtain quotations for routine maintenance and minor works.
• Inspect completed work for quality before recommending payment.
• Monitor cleaning, security, landscaping, pest control and waste management services.
• Assist with monitoring utilities, including electricity and water consumption.
• Respond to emergency maintenance issues outside normal working hours when required.
• Maintain maintenance records, asset registers and service histories.
• Ensure compliance with health, safety and fire protection requirements.
• Support the preparation of annual maintenance budgets and capital replacement plans.
• Prepare weekly and monthly maintenance performance reports.
• Identify opportunities to reduce operating costs while maintaining service quality.
• Perform any other duties assigned by the Property & Facilities Manager.

Qualifications and experience

Applicants should have:

• A diploma or bachelor’s degree in one of the following fields:
  • Facilities Management
  • Building Services
  • Civil Engineering
  • Mechanical Engineering
  • Electrical Engineering
  • Property Management
  • A related field
• At least three years of experience in building maintenance, facilities management or property operations.
• Experience supervising contractors and maintenance staff is preferred.

Knowledge and skills

The successful candidate should possess:

• A good understanding of building systems, including:
  • Electrical systems
  • Plumbing systems
  • Heating, ventilation and air conditioning systems
  • Generators
  • Lifts
  • Water systems
• The ability to read technical drawings and maintenance manuals.
• Good organisational and problem-solving skills.
• Competence in Microsoft Office.
• Experience using maintenance management software will be an advantage.
• The ability to prepare reports and analyse maintenance costs.
• Good written and spoken English.
• Knowledge of Swahili will be an advantage.

Personal attributes

The ideal candidate should be:

• Honest and trustworthy.
• Well organised and capable of prioritising multiple tasks.
• Hands-on, proactive and detail-oriented.
• Equipped with strong interpersonal and customer service skills.
• Able to work independently and under pressure.

Key performance indicators (KPIs)

Performance in this position will be measured against:

• Completion of preventive maintenance according to schedule.
• Average response time to maintenance requests.
• Percentage of work orders completed within the target time.
• Tenant satisfaction with maintenance services.
• Maintenance expenditure compared with the approved budget.
• Contractor performance and the quality of completed work.
• Compliance with building inspection, health and safety requirements.

Relationship to the Property & Facilities Manager

The Assistant Property & Facilities Manager supports the Property & Facilities Manager in the day-to-day operation of the property portfolio.

This support enables the Property & Facilities Manager to concentrate on planning, budgeting, contractor management, capital projects and strategic asset management. The reporting relationship reflects the management structure described in the management proposal.

• Assist in planning and coordinating preventive and corrective maintenance.
• Conduct routine inspections of all buildings and prepare inspection reports.
• Monitor maintenance requests and ensure the timely completion of work orders.
• Supervise maintenance technicians, building managers and contractors working on assigned projects.
• Obtain quotations for routine maintenance and minor works.
• Inspect completed work for quality before recommending payment.
• Monitor cleaning, security, landscaping, pest control and waste management services.
• Assist with monitoring utilities, including electricity and water consumption.
• Respond to emergency maintenance issues outside normal working hours when required.
• Maintain maintenance records, asset registers and service histories.
• Ensure compliance with health, safety and fire protection requirements.
• Support the preparation of annual maintenance budgets and capital replacement plans.
• Prepare weekly and monthly maintenance performance reports.
• Identify opportunities to reduce operating costs while maintaining service quality.
• Perform any other duties assigned by the Property & Facilities Manager.

• A good understanding of building systems, including: Electrical systems, Plumbing systems, Heating, ventilation and air conditioning systems, Generators, Lifts, Water systems
• The ability to read technical drawings and maintenance manuals.
• Good organisational and problem-solving skills.
• Competence in Microsoft Office.
• Experience using maintenance management software will be an advantage.
• The ability to prepare reports and analyse maintenance costs.
• Good written and spoken English.
• Knowledge of Swahili will be an advantage.

• A diploma or bachelor’s degree in Facilities Management, Building Services, Civil Engineering, Mechanical Engineering, Electrical Engineering, Property Management, or a related field.
• At least three years of experience in building maintenance, facilities management or property operations.
• Experience supervising contractors and maintenance staff is preferred.