Job description

Prudential’s purpose is to be partners for every life and protectors for every future. Our purpose encourages everything we do by creating a culture in which diversity is celebrated and inclusion assured, for our people, customers, and partners. We provide a platform for our people to do their best work and make an impact to the business, and we support our people’s career ambitions. We pledge to make Prudential a place where you can Connect, Grow, and Succeed.

The Deputy Manager – Property supports the Property Manager in managing the residential and commercial properties held on behalf of the pension scheme and institutional clients of Prudential Pensions Management Zambia (PPMZ), and deputises for the Property Manager on day-to-day portfolio matters when required. The role covers lease and tenant administration, rent collection and reconciliations, inspections and maintenance, and record keeping and reporting. It also supports compliance with internal policies, client mandates and applicable Zambian legislation, including the Rent Act, Chapter 206 of the Laws of Zambia, and the Landlord and Tenant (Business Premises) Act, Chapter 193 of the Laws of Zambia (the Business Premises Act). The Deputy Manager – Property helps keep properties well maintained, fully let and income-generating, while decisions on lease terms, rent changes, payments and legal matters rest with the Property Manager.

Job Purpose

The Deputy Manager – Property supports the Property Manager in managing the residential and commercial properties held on behalf of the pension scheme and institutional clients of Prudential Pensions Management Zambia (PPMZ), and deputises for the Property Manager on day-to-day portfolio matters when required. The role covers lease and tenant administration, rent collection and reconciliations, inspections and maintenance, and record keeping and reporting. It also supports compliance with internal policies, client mandates and applicable Zambian legislation, including the Rent Act, Chapter 206 of the Laws of Zambia, and the Landlord and Tenant (Business Premises) Act, Chapter 193 of the Laws of Zambia (the Business Premises Act). The Deputy Manager – Property helps keep properties well maintained, fully let and income-generating, while decisions on lease terms, rent changes, payments and legal matters rest with the Property Manager.

Principal Accountabilities

Lease & Tenant Administration (30%)

· Administer tenant onboarding, including applications, reference and credit checks, lease documents and deposits.

· Prepare lease renewals and rent reviews for the Property Manager’s approval.

· Maintain the rent roll and flag upcoming lease expiries and rent-review dates.

· Handle routine tenant queries and complaints through to resolution.

· Conduct move-in and move-out inspections and support handovers.

· Escalate disputes, lease breaches and any arrears that require legal action to the Property Manager.

Rent Collection & Property Finance Support (25%)

· Prepare rent and service-charge invoices and issue receipts.

· Monitor rent payments, follow up arrears in line with internal policies and keep the arrears schedule current.

· Ensure rent is correctly and promptly applied to client accounts and prepare monthly rent statements and reconciliations.

· Prepare payment documentation for contractors and service providers for the Property Manager’s approval.

· Track property outgoings, including utilities, repairs, service contracts and fees.

Maintenance & Inspections (20%)

· Carry out routine inspections of residential and commercial properties and prepare reports.

· Log maintenance requests and follow up repairs to completion.

· Coordinate contractors and service providers under PPMZ procurement procedures and support preventive maintenance plans.

· Maintain the movable asset register for each property.

Records & Reporting (15%)

· Maintain accurate property records, including leases, tenant files, titles, valuations, insurance, compliance and payment records, and contractor and service provider records.

· Compile data for monthly reports on occupancy, collections, arrears, voids and maintenance.

· Prepare ad hoc reports and collect market rental data to support rent reviews.

Compliance Support (10%)

· Support compliance with the Rent Act for residential tenancies, and with the Business Premises Act, as amended by the Landlord and Tenant (Business Premises) (Amendment) Act No. 5 of 2020, for business tenancies.

· Track statutory notice periods for business tenancies and draft notices for the Property Manager’s approval.

· Conduct anti-money laundering and countering the financing of terrorism (AML/CFT) screening of new tenants and annual screening of existing tenants.

· Monitor insurance renewals, rates and land rent.

· Adhere to internal policies, client mandates and PPMZ procedures, and perform other duties as assigned by the Property Manager.

Technical & Behavioural Competencies

· Knowledge of lease administration, rent collection and arrears follow-up.

· Working knowledge of the Rent Act and the Business Premises Act, including security of tenure and renewal of business tenancies, and of AML/CFT requirements.

· Practical knowledge of inspections, building maintenance and coordination of contractors and service providers.

· Good numeracy, accurate record keeping and proficiency in Microsoft Excel, Word and Outlook.

· Strong organisational skills and attention to detail.

· Clear, courteous communication and a strong tenant service focus.

· Ability to prioritise, meet deadlines and escalate matters appropriately.

· Integrity and discretion in handling client funds and confidential information.

· Teamwork, willingness to learn and readiness for regular field visits.

Qualifications & Experience

Formal Education

· Full Grade 12 Certificate (5 credits or better)

· Degree in Real Estate, Property or Estate Management, Land Economy or a related field.

· Membership (or progress towards membership) of the Zambia Institute of Valuation Surveyors (ZIVS) or the Zambia Institute of Estate Agents (ZIEA) is an advantage.

· ZAQA Qualified Qualifications

Knowledge, Expertise & Experience

· Three or more years’ experience in property administration, letting, rent collection or facilities support, including tenant liaison, property inspections and supervisory exposure.

· Added advantages: experience with institutional residential or commercial portfolios, including business tenancies; property management software; a valid driver’s licence.

Prudential is an equal opportunity employer. We provide equality of opportunity of benefits for all who apply and who perform work for our organisation irrespective of sex, race, age, ethnic origin, educational, social and cultural background, marital status, pregnancy and maternity, religion or belief, disability or part-time / fixed-term work, or any other status protected by applicable law. We encourage the same standards from our recruitment and third-party suppliers taking into account the context of grade, job and location. We also allow for reasonable adjustments to support people with individual physical or mental health requirements.