Estate Officer

An Estate Officer is a staff of the Administration Department responsible for supporting the effective administration, maintenance, inspection, and operational management of assigned estates by ensuring estate facilities are properly maintained, contractors and service providers perform according to standards, utility services remain available, tenant obligations are monitored, and occupant complaints are resolved promptly to ensure a safe, functional, and well-managed living environment.

 

 

Key Duties and Responsibilities

 

 

The role includes, but is not limited to, the following responsibilities:

1 . Maintenance Management
•    Monitor and coordinate planned and corrective maintenance activities across assigned estates. 
•    Ensure maintenance requests are attended to and resolved within approved timelines. 
•    Follow up on outstanding maintenance issues and ensure prompt closure. 
•    Maintain records of maintenance activities and service requests. 

2. Estate Asset Condition Management
•    Conduct routine inspections of estate facilities and infrastructure. 
•    Identify maintenance defects and recommend corrective actions. 
•    Monitor the condition of buildings, utilities, roads, drainage systems, and common facilities. 
•    Ensure estate assets remain safe, functional, and operational at all times. 

3. Contractor Compliance and Performance Management
•    Supervise contractors and service providers working within the estate. 
•    Monitor contractor compliance with approved contracts, specifications, and service standards. 
•    Evaluate contractor performance and report service deficiencies. 
•    Ensure contractors complete assigned works within approved timelines. 

4. Utility Services Management
•    Monitor electricity, water supply, and other utility services within the estate. 
•    Track utility consumption and identify unusual usage patterns. 
•    Ensure uninterrupted utility services and report service disruptions promptly. 
•    Liaise with utility providers and maintenance teams to resolve utility-related issues. 

5. Resident Complaint Management
•    Receive, document, and resolve resident complaints and service requests. 
•    Ensure complaints are attended to within approved service level timelines. 
•    Follow up with residents to confirm satisfactory resolution of issues. 
•    Maintain complaint logs and prepare periodic reports. 

6. Estate Inspection and Compliance
•    Conduct routine estate inspections and prepare inspection reports. 
•    Monitor compliance with estate rules, policies, and operational standards. 
•    Identify safety risks, maintenance concerns, and environmental issues requiring attention. 
•    Ensure inspection findings are properly documented and acted upon. 

7. Health, Safety and Environment (HSE)
•    Promote compliance with health, safety, and environmental standards within the estate. 
•    Conduct safety inspections and report hazards. 
•    Ensure contractors, staff, and residents adhere to established safety requirements. 
•    Participate in incident investigations and implementation of corrective actions. 

8. Estate Dues and Tenancy Renewal Management
•    Monitor rent payments, service charges, and utility bill collections. 
•    Maintain tenancy schedules and monitor lease expiry dates. 
•    Identify expiring tenancies and initiate renewal processes in a timely manner. 
•    Track outstanding dues and follow up on arrears for prompt resolution. 
•    Prepare periodic reports on tenancy renewals and estate dues. 

9. Asset Management
•    Maintain accurate records of estate assets and infrastructure. 
•    Monitor asset conditions and recommend repairs, replacements, or upgrades. 
•    Support preventive maintenance initiatives aimed at preserving asset value. 
•    Assist in ensuring optimal utilization of estate assets. 

10. Reporting and Documentation
•    Prepare weekly and monthly operational and maintenance reports. 
•    Maintain accurate records of inspections, complaints, maintenance activities, and tenancy information. 
•    Ensure timely submission of reports and documentation. 
•    Maintain proper filing systems for estate records.

11. Perform any other duties or assignments as may be delegated by the Head of Department.

 

Key Requirements

Education and Work Experience
• Minimum of B.Sc. or HND in Estate Management, Business Administration, or a related discipline.

• Minimum of 2–5 years relevant experience in Estate Management, Property Management, Administration, or related field.