Manager, Administration and Property Management

SBM Bank (Kenya) Limited is a financial institution that provides a range of banking services to individuals and businesses.

The Manager, Administration and Property Management at SBM Bank (Kenya) Limited is responsible for leading and overseeing the bank's facilities, property portfolio, and various administrative support functions. This includes managing the acquisition, leasing, and disposal of premises, ensuring regulatory compliance for all properties, and optimizing space utilization. The role also covers overseeing facilities maintenance, managing service contracts, and ensuring adherence to health and safety regulations. Additionally, the manager will be in charge of archival, stores, mailroom, courier, and transport services, focusing on efficiency and cost optimization. A key aspect is also providing leadership to direct reports and fostering a culture of continuous improvement within the department.

1. Develop and implement facilities management strategies to support business operations and growth.
2. Oversee the repair, maintenance, and replacement of building infrastructure, equipment, and installations across the Head Office and branch network.
3. Ensure the implementation of preventive and planned maintenance programs for all facilities and assets.
4. Manage service contracts for various systems like generators, UPS, elevators, fire equipment, HVAC, cleaning, landscaping, and pest control.
5. Monitor service providers to ensure compliance with agreed Service Level Agreements (SLAs).
6. Ensure adherence to health, safety, environmental, and fire safety regulations.
7. Prepare and manage facilities maintenance budgets, focusing on cost efficiency.
8. Oversee branch equipment leasing arrangements and their lifecycle management.
9. Develop and execute the Bank’s property and premises strategy.
10. Manage the acquisition, lease negotiations, renewals, relocations, and disposal of premises and assets.
11. Oversee the administration of all owned and leased properties.
12. Ensure timely acquisition and renewal of statutory licenses, permits, and regulatory approvals.
13. Manage landlord relationships and promptly resolve tenancy matters.
14. Coordinate branch expansion, refurbishment, and relocation projects.
15. Optimize the utilization of office space and property assets.
16. Identify opportunities for digitizing and automating administration and facilities management processes.
17. Manage budgets for rent, rates, utilities, licenses, and related property expenses.
18. Review and verify property-related invoices, leases, and contractual obligations.
19. Ensure timely settlement of rent, utilities, and property-related obligations.
20. Drive initiatives aimed at reducing occupancy and operational costs.
21. Manage outsourced records management and archival service providers.
22. Ensure secure retention, retrieval, and disposal of records in accordance with regulatory requirements.
23. Oversee mailroom operations and internal distribution services.
24. Manage courier service contracts and performance standards.
25. Ensure efficient inventory management practices within stores operations.
26. Oversee the management of owned, leased, and outsourced transport resources.
27. Develop fleet utilization and cost optimization initiatives.
28. Manage vehicle maintenance schedules and regulatory compliance.
29. Coordinate transportation requirements for business units.
30. Manage taxi service providers, vehicle leasing companies, and other transport vendors.
31. Monitor fleet performance, utilization, and costs.
32. Deputize for the General Manager, Shared Services when required.
33. Lead, mentor, and develop direct reports to achieve high performance.
34. Establish and monitor departmental Key Performance Indicators (KPIs) and performance objectives.
35. Drive employee engagement, succession planning, and capability development.
36. Foster a culture of customer service excellence, accountability, and continuous improvement.
37. Review and develop policies, procedures, and operating guidelines relevant to Administration and Property Management.

1. Bachelor’s Degree in Business Administration, Real Estate, Property Management, Architecture, Building Economics, Quantity Surveying, Engineering, Construction Management, or a related field.
2. Professional certification in Property Management, Facilities Management, or Project Management is an added advantage.
3. Minimum of 5–7 years of experience in property, facilities, or construction management.
4. At least 5 years of experience managing vendors, contracts, and service providers.
5. Experience managing multi-site property portfolios and facilities operations.
6. Experience in the banking or financial services sector is an added advantage.
7. Ability to interact effectively with multiple stakeholders at all organizational levels.
8. Strong leadership and mentorship skills.
9. Excellent communication and interpersonal skills.
10. Technical ability to understand and interpret architectural designs, quantity surveying, property management, engineering, building technology, legal, and general administration concepts.
11. Adequate computer literacy.
12. Ability to evaluate expenditure decisions and manage both operational and capital budgets.
13. Ability to communicate effectively across all levels of the organization.
14. Ability to multitask and work efficiently to achieve positive outcomes.
15. Excellent analytical, problem-solving, and decision-making skills.
16. Excellent verbal, listening, and written communication skills.
17. Ability to lead, inspire, and motivate direct reports.
18. Ability to plan, organize, delegate, audit, coordinate, and prioritize department workload.
19. Ability to resolve conflicts.
20. Strong technical competencies in Property Portfolio Management, Facilities Management, Contract & Vendor Management, Budgeting & Cost Control, Project Management, Regulatory Compliance, Risk Management, and Asset Lifecycle Management.
21. Strong behavioral competencies including Strategic Thinking, Leadership & Team Development, Stakeholder Management/Negotiation & Influencing Skills, Decision Making, Problem Solving, Planning & Organizing, Communication & Interpersonal Skills, and Accountability.
22. Ability to coordinate multiple projects simultaneously.
23. Ability to work long hours with extensive travel.