Estate Executive Assistant at M&D Holdings Ltd

M&D Holdings Ltd is a leading construction and real estate development company dedicated to delivering exceptional quality, innovative designs, and unparalleled customer satisfaction. With a strong commitment to excellence, we specialize in developing residential, commercial, and industrial properties that exceed our clients’ expectations. Our team of experts brings a wealth of experience, passion, and expertise to every project, ensuring timely completion, attention to detail, and value for money.

Job Title: Estate Executive Assistant

Location: Abuja (FCT)

Employment Type: Full-time

Key Responsibilities

• Lease & Agreement Management:
• Send out lease renewals to tenants.
• Prepare and send management agreements to property owners.
• Post management fees monthly intoAppfolio.
• Owner & Tenant Communications:
• Respond to owner inquiries via email and phone calls.
• Address tenant requests via email in a timely manner.
• Provide updates and resolutions to tenant and owner concerns.
• Tenant Work Order Coordination:
• Review and respond to tenant work orders within 24 hours.
• Determine repair responsibility based on rental agreements.
• Seek owner approval before assigning work orders.
• Collect and send bids to owners for review.
• Assign approved work orders to vendors and ensure timely completion.
• Follow up with tenants to confirm repair satisfaction.
• Verify work order history before billing to determine responsibility.
• Post bills and send invoices to owners.
• Vendor & Invoice Management:
• Ensure vendor ledgers are updated and distributed monthly.
• Confirm all open invoices are posted before rent payouts.
• Maintain clear communication with vendors regarding payments.
• Tenant Payment & Eviction Processes:
• Pullunpaid tenant reportsand issue3-day noticesfor non-payment.
• Notify owners on the 8th of tenants with unpaid rent via eviction contribution letters.
• Process and forward correspondence regarding late rent or payment commitments.
• Issuepay or quitletters by the 15th for tenants with overdue rent.
• Homeowners Association (HOA) Compliance:
• Distribute HOA updates and weekly letters to tenants.
• Forward and manage HOA violation notices, ensuring tenant compliance.
• Post fines to tenant accounts when applicable.
• Follow up with tenants, HOA, and owners to resolve violations.
• Ensure Payment of HOA
• General Administration & Support:
• Read and respond to all HOA and owner communications individually (no mass emails).
• Maintain organized records and documentation for all property transactions.
• Assist with other tasks as needed to support daily property management operations.
• Ensure timely follow ups and responses to tax and insurance payment.

Experience / Skills

• HND / B.Sc Degree in relevant fields
• Experience: At least 2 years in property management, real estate, or a similar administrative role.
• Digital and Software Skills: Proficiency inany property management software and Microsoft Office Suite.
• Communication Skills:Strong verbal and written communication.
• Organization:Exceptional ability to multitask and manage deadlines.
• Problem-Solving:Ability to assess situations and make informed decisions.
• Attention to Detail:Accuracy in lease renewals, invoicing, and tenant correspondence.

Application Closing Date
31st March, 2025.

How to Apply: Interested and qualified candidates should submit their CV to: [email protected] using the Job Title as the subject of the mail.