Property Services Officer

A Property Services Company with commercial and industrial property holdings in Kingston, seeks to recruit a

PROPERTY SERVICES OFFICER

The Property Service Officer is responsible for the day-to-day management, administration, and coordination of the company’s industrial/commercial property portfolio. The post-holder is the primary point of accountability for property administration, tenant relations, property maintenance coordination, and compliance with all property-related regulatory and contractual obligations. 

Key Responsibilities

Property Portfolio Management

• Maintain a comprehensive register of all properties held, managed, or administered by the company, including title details, encumbrances, tenancy status, and valuation data.
• Monitor and track all property lease agreements as landlord, ensuring rent collection, lease compliance, and timely renewal or termination.
• Review and administer all lease agreements as tenant, ensuring compliance with lease terms, rent payment schedules, and maintenance obligations.
• Maintain a lease expiry and rent review calendar with timely alerts to the Managing Director.
• Coordinate property valuations with approved valuers and maintain up-to-date valuation records.
• Prepare and maintain a property portfolio dashboard for regular reporting to the Managing Director and Board.

Tenant & Landlord Relations

• Serve as the primary point of contact for tenants of the company’s managed properties, addressing queries, service requests, and complaints professionally.
• Issue and follow up on rental invoices, monitor arrears, and initiate recovery action in accordance with the company’s credit control policy.
• Negotiate lease renewals, rent reviews, and new lease terms under the direction of the Managing Director.
• Liaise with the Company’s legal advisers on lease documentation, title matters, and property-related disputes.
• Coordinate move-in and move-out inspections and manage security deposit administration.

Property Maintenance & Facilities

• Coordinate all planned and reactive maintenance works, including obtaining quotes, instructing contractors, and supervising works to completion.
• Maintain a preventive maintenance schedule and ensure timely completion of inspections and service contracts.
• Manage relationships with approved contractors, service providers, and suppliers.
• Coordinate renovation, refurbishment, and fit-out projects.
• Ensure compliance with applicable building codes, fire safety regulations, and health and safety requirements.
• Monitor utility accounts for managed properties and report anomalies.

Property Acquisition & Disposal Support

• Assist the Managing Director in identifying, evaluating, and conducting preliminary due diligence on potential property acquisitions.
• Prepare property assessment briefs and comparable market analysis for the Managing Director and Board.
• Coordinate site visits, surveys, and environmental assessments in connection with proposed acquisitions.
• Support the disposal process for properties approved for sale, coordinating with valuers, legal advisers, and real estate agents.

Regulatory & Administrative Compliance

• Ensure all property-related regulatory filings, compliance certificates, and licence renewals are completed on time.
• Liaise with NLA, NWA, KSAMC, and other government agencies as required.
• Maintain the Company’s property-related insurance schedule and coordinate claims where applicable.
• Support the Accounts and Administrative Officer with property-related financial data including rental income reconciliation and maintenance expenditure tracking.
• Perform any other duties as may be assigned from time to time by the Managing Director.

Qualifications & Experience

• Bachelor’s degree in Property Management, Real Estate, Business Administration, Quantity Surveying, or a related discipline.
• Minimum of three (3) years’ relevant experience in property management, real estate administration, or a related field.
• Knowledge of Jamaican property law, lease administration, and land registration practices.
• Proficiency in Microsoft Office; familiarity with property management software is an advantage.
• Membership of or progress toward a professional property qualification (RICS, Realtors® Association of Jamaica, or equivalent).
• Experience in commercial real estate including office, retail, or mixed-use properties.
• Project management experience in property renovation or construction projects.

Key Competencies

• Property and real estate knowledge
• Negotiation and relationship management
• Organisational and administrative discipline
• Professional integrity and discretion
• Attention to detail and record-keeping accuracy

Working Conditions

• Primarily office-based with regular site visits to managed properties.
• May be required to work outside of regular working hours to accommodate property inspections, contractor supervision, tenant matters, or project deadlines.
• Valid driver’s license and access to a reliable motor vehicle preferred.