Azura Beach is seeking a qualified and responsible Receptionist/Building Manager to support front desk operations, tenant communication, property management, cleanliness, maintenance coordination, staff supervision, and security monitoring.

Responsibilities or duties

Reception duties

The Receptionist/Building Manager will be responsible for managing front desk and reception-related activities, including:

• Welcoming residents and visitors.
• Showing apartments to prospective tenants.
• Ensuring unauthorized individuals do not enter the property.
• Answering phone calls and emails.
• Receiving deliveries and mail.

Tenant management and communication

The successful candidate will support tenant relations and ensure smooth communication between tenants and management. Responsibilities include:

• Setting up a monthly system to track payment of tenant electricity and water sub-meters, including following up on payments.
• Setting up an annual system to manage billing and payment of rent, utilities, and service charges.
• Responding to maintenance and other tenant requests within a reasonable period.
• Maintaining booking schedules for apartments.
• Enforcing building rules and policies.
• Assisting tenants with purchasing items such as cooking gas, internet, and cable TV.

Cleanliness, landscaping, pest control, and utilities

The Receptionist/Building Manager will be expected to ensure that the property is clean, safe, and well maintained.

Cleanliness

The candidate will be required to:

• Establish a work schedule within the first month of employment for cleaners to ensure daily cleaning activities are completed.
• Develop a checklist and schedule that is printed and followed each day to confirm that appropriate checks have been carried out on time.
• Ensure cleanliness of halls and stairwells, the garden, pool area and bathrooms, laundry room, perimeter walls, common kitchen, garbage collection area and staff toilets, guard hut, parking area, and accommodations.

Landscaping and outdoor maintenance

The candidate will ensure that the garden and parking area are well maintained by:

• Establishing a schedule for watering plants.
• Picking up trash.
• Raking dry leaves.
• Identifying diseased plants and addressing issues before they spread to other plants.
• Sweeping the parking area.
• Pruning shrubs and trees.
• Removing dead leaves from plants.
• Trimming grass along borders.
• Applying fertilizer and compost.
• Composting dry leaves.
• Changing plants in flower pots.

This schedule must be completed within the first month of employment and may be developed with input from relevant experts.

Utilities management

The Receptionist/Building Manager will prepare and follow a schedule for the maintenance of utilities, including:

• Monitoring electricity/LUKU meter usage and purchasing additional LUKU periodically based on consumption tracking.
• Reading the DAWASA water meter on the 12th day of each month.
• Ensuring the water bill is paid within five days of receipt.
• Checking the water level in the reservoir every day.
• Checking generator fuel levels and ordering diesel as required.
• Ensuring the generator is serviced according to schedule.

Garbage collection and pest control

The candidate will also be responsible for:

• Keeping records of garbage collection dates.
• Following up with the garbage collector to ensure garbage is removed before bins become full.
• Establishing a schedule for cleaning bins, including identifying who will clean them, how the cleaning will be done, and where it will take place.
• Arranging fumigation and pest control as required, including proactive management of rats.

Repair and maintenance

The Receptionist/Building Manager will coordinate repairs and ensure maintenance activities are handled efficiently. Duties include:

• Ensuring cleaning and gardening materials are available and stored in a well-maintained location.
• Ensuring consumables are in stock and properly accounted for, including light bulbs, toilet paper, soap, pool chemicals, water filters, and related items.
• Ensuring gardening equipment and supplies are available and used with proper care, especially around pets and children.
• Establishing a storage system for materials and ordering additional stock as needed to avoid mismanagement.
• Ensuring the swimming pool is clean and chemicals are added as required.
• Communicating with technicians and ensuring repairs are completed as quickly as possible.
• Ensuring air conditioners, the generator, and water filters are serviced according to schedule.
• Checking oil, water, and fuel in the generator.
• Ensuring fire extinguishers are serviced according to schedule.

Staff supervision

The successful candidate will supervise staff and help maintain good team performance. Responsibilities include:

• Developing a system to track staff attendance.
• Providing monthly staff reports.
• Supervising staff and ensuring they carry out their responsibilities properly.
• Holding weekly staff meetings to build teamwork and identify areas for performance improvement.
• Collecting staff input on ways to improve work and collaboration.
• Recognizing staff who have made significant improvements each month.

Security responsibilities

The Receptionist/Building Manager will help maintain property security by:

• Developing a schedule to check the integrity and functionality of the electric fence, CCTV system, security lights, motion sensors, and other security equipment.
• Conducting random checks of guards at night.

Qualifications or requirements (e.g., education, skills)

Applicants should have:

• A Diploma in Business Administration or a related field.

• Managing front desk and reception-related activities, including welcoming residents and visitors, showing apartments to prospective tenants, ensuring unauthorized individuals do not enter the property, answering phone calls and emails, and receiving deliveries and mail.
• Supporting tenant relations and ensuring smooth communication between tenants and management, including setting up monthly and annual systems for tracking and managing payments of electricity, water sub-meters, rent, utilities, and service charges.
• Responding to maintenance and other tenant requests within a reasonable period, maintaining booking schedules for apartments, enforcing building rules and policies, and assisting tenants with purchasing items such as cooking gas, internet, and cable TV.
• Ensuring the property is clean, safe, and well maintained by establishing a work schedule for cleaners, developing and following daily cleaning checklists, and ensuring cleanliness of various areas including halls, stairwells, garden, pool area, bathrooms, laundry room, perimeter walls, common kitchen, garbage collection area, staff toilets, guard hut, parking area, and accommodations.
• Ensuring the garden and parking area are well maintained by establishing a schedule for watering plants, picking up trash, raking dry leaves, identifying and addressing diseased plants, sweeping the parking area, pruning shrubs and trees, removing dead leaves, trimming grass, applying fertilizer and compost, composting dry leaves, and changing plants in flower pots.
• Preparing and following a schedule for the maintenance of utilities, including monitoring electricity/LUKU meter usage, reading the DAWASA water meter, ensuring water bills are paid, checking water levels in the reservoir, checking generator fuel levels and ordering diesel, and ensuring the generator is serviced according to schedule.
• Managing garbage collection and pest control by keeping records of garbage collection dates, following up with the garbage collector, establishing a schedule for cleaning bins, and arranging fumigation and pest control as required.
• Coordinating repairs and ensuring maintenance activities are handled efficiently, including ensuring cleaning and gardening materials are available and stored properly, ensuring consumables are in stock and accounted for, ensuring gardening equipment and supplies are available and used with proper care, establishing a storage system for materials, ensuring the swimming pool is clean and chemicals are added, communicating with technicians, ensuring air conditioners, generator, and water filters are serviced, checking generator oil, water, and fuel, and ensuring fire extinguishers are serviced.
• Supervising staff and helping maintain good team performance by developing a system to track staff attendance, providing monthly staff reports, supervising staff and ensuring they carry out their responsibilities properly, holding weekly staff meetings, collecting staff input, and recognizing staff who have made significant improvements.
• Maintaining property security by developing a schedule to check the integrity and functionality of security equipment such as electric fence, CCTV system, security lights, and motion sensors, and conducting random checks of guards at night.

• Reception duties
• Tenant communication and management
• Property maintenance coordination
• Cleanliness and landscaping management
• Utilities management
• Garbage collection and pest control
• Repair coordination
• Staff supervision
• Security monitoring
• Record keeping
• Communication
• Problem-solving

• Diploma in Business Administration or a related field.