Job Opening
Role Overview
The Real Estate and Administrative Services Coordinator is responsible for leading and managing all aspects related to real estate leases, insurance portfolio management, and non-technical office operations. This role includes overseeing the administration of accommodations, office supplies, insurance matters, and various other projects within the assigned portfolio. The Coordinator is expected to provide a bi-annual summary report on the inventory of office supplies and accommodation status. Serving as the technical expert for all real estate-related activities and projects, the Coordinator must be proficient in drafting and evaluating project scopes of work in English and ensuring their successful execution. A solid understanding of insurance management, particularly in relation to lease agreements, real estate administration, and other non-technical office services, is crucial. The ideal candidate should prioritize safety in all operations and will be responsible for the management and administrative oversight of the company’s real estate portfolio.
Core Responsibilities
KEY DUTIES AND RESPONSIBILITIES
Insurance Policy Coordination
- Oversee the renewal process of all insurance policies, ensuring alignment with company needs and timelines.
- Evaluate the terms and conditions of insurance contracts, focusing on coverage, deductibles, and compliance with agreements.
- Ensure that all claims are filed within the required legal deadlines.
- Monitor the progress of claims with brokers and insurance companies to ensure timely resolution.
- Verify that insurance invoices are accurate, reflect the contractual terms, and are paid promptly.
- Develop and present annual budget proposals for insurance contracts.
Real Estate Lease Management
- Formulate and implement short, medium, and long-term real estate strategies aimed at optimizing rental costs.
- Prepare and submit annual budget proposals for leased properties.
- Draft, review, and manage lease agreements and any necessary amendments.
- Ensure that lease contracts and amendments are properly registered with the Taxation Office and renewed or terminated within the legal timeframe.
- Oversee the collection of rental payments and ensure timely processing of rent invoices.
- Act as the primary point of contact between the company, landlords, and real estate agents.
Office Services Management
- Oversee the delivery of essential non-technical office services, including office supplies, hygiene products, drinking water, and refreshments.
- Manage contractors in accordance with the company’s Contractor Management Guidelines, including prequalifying contractors, assessing their performance using KPIs, and providing input on contract renewals.
- Ensure that contractor invoices are checked for accuracy and compliance with contractual terms before processing.
- Supervise the provision of accommodation services for company guest houses and expatriate residences.
Health, Safety, Security, and Environment (HSSE) Responsibilities
- Actively participate in HSSE initiatives, such as STOP Card interventions, incident reporting, site visits, and awareness sessions, to support and enhance the company’s HSSE culture.
- Lead by example to foster greater HSSE engagement within your team, section, and department.
- Be familiar with emergency procedures and the associated requirements.
- Perform additional duties as assigned.
Key Challenges
- Manage the complex responsibilities related to supply and lease contracts in line with the company’s contract management principles.
- Ensure that all service activities meet budget, schedule, and quality expectations.
- Maintain compliance with all insurance policies and regularly review the insurance market to ensure competitive pricing.
- Effectively manage lease contracts, including adherence to legal terms and conditions.
- Leverage resources from both within and outside the department to achieve objectives.
Qualifications & Skills
- A diploma or certification in Management, Administration, Insurance, or a related business or technical discipline.
- A minimum of 8 years of relevant work experience.
- Strong understanding of local and regional legal insurance frameworks.
- Proficiency in general administration, particularly in managing lease contracts.
- Demonstrated ability to work effectively both individually and as part of a team.
- Customer-focused approach with strong written communication and presentation skills.
- Fluency in both French and English, with a preference for strong English proficiency.
- Excellent analytical skills and a strong safety-conscious mindset.
- A desire to develop leadership capabilities and take on additional responsibilities.
Interested candidates are encouraged to submit their CV and cover letter by September 5th, 2024, to tefonhr@tefonservices.com
