HR & Admin Officer

Terms of Reference (TOR) for HR & Admin Officer Position

Company Name: GOLIS REAL ESTATE

Position Title: HR & Admin Officer

Location: Hargeisa, Somaliland.

Position Type: Full-Time

Reports To: Company CEO

About Us:

We are a leading real estate company committed to providing exceptional services to our clients and tenants. As we continue to expand our operations, we are looking for an HR & Admin Officer to streamline our HR and administrative functions, manage tenant relations, oversee maintenance operations, and ensure the overall efficiency of our office activities.

Job Purpose:

We are seeking a proactive, reliable, and highly organized HR & Admin Officer to manage and oversee key HR and administrative tasks within the company. This role includes managing tenant relations, handling maintenance coordination, supporting HR activities, and ensuring the smooth operation of our office activities. The ideal candidate should be capable of handling a wide range of responsibilities with keen attention to detail.

Key Responsibilities:

1. Tenant Relations and Complaint Management:

• Serve as the main point of contact for tenants, addressing their inquiries and resolving complaints promptly.
• Follow up on tenant issues and maintenance requests, ensuring timely and satisfactory resolution.
• Communicate with maintenance teams or external contractors to address tenants’ needs (repairs, improvements, etc.).
• Track and report the status of maintenance requests and tenant concerns.
• Report maintenance tasks and related updates to property owners, ensuring transparency and accountability.

2. Maintenance Coordination:

• Manage and coordinate maintenance requests from tenants, ensuring all tasks are completed on time.
• Hire and communicate with qualified technicians for property repairs and maintenance work.
• Schedule technician visits, assess their work performance, and ensure quality standards are met.
• Verify and process technician payments based on completed work, ensuring proper documentation.
• Follow up with property owners regarding the status of repairs and maintenance costs.

3. Human Resources Functions:

• Assist in the recruitment process, including posting job advertisements, shortlisting candidates, scheduling interviews, and managing onboarding procedures.
• Maintain accurate employee records and manage employee databases.
• Support payroll administration, ensuring timely processing of salaries and benefits.
• Assist with employee relations, addressing HR-related inquiries, and resolving employee issues in a professional manner.
• Help implement and enforce company policies, ensuring compliance with labor laws and regulations.
• Monitor leave requests, attendance, and performance evaluations.
• Organize and maintain all HR-related documentation, including contracts, performance appraisals, and training records.

4. Office and Administrative Management:

• Oversee daily office operations, ensuring the office environment is organized, functional, and productive.
• Maintain filing systems for tenant and property documents, HR records, and other essential paperwork.
• Ensure all office supplies are well-stocked and properly managed.
• Assist with the preparation of various administrative reports related to property management and HR activities.
• Provide general administrative support, such as scheduling meetings, managing appointments, and coordinating office events.

5. General Administrative Support:

• Assist with the coordination and scheduling of staff meetings, interviews, and other office-related events.
• Perform other administrative tasks assigned by management to support the company’s operations.

Key Requirements:

• Education & Experience:
• Bachelor’s degree in human resources, Business Administration, or a related field.
• At least 2 years of experience in a similar administrative or HR role, preferably in a real estate or property management environment.
• Experience in handling tenant relations and property maintenance coordination is highly desirable.
• Skills & Competencies:
• Strong communication skills, both written and verbal.
• Excellent organizational and time-management abilities.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite and HR software or office management systems.
• Solid understanding of HR processes and best practices.
• Experience with maintenance management, vendor coordination, and technician oversight is an advantage.

Key Attributes:

• Strong problem-solving skills with a proactive, solution-oriented mindset.
• High level of professionalism and confidentiality.
• Ability to work both independently and collaboratively in a team setting.
• Strong interpersonal skills, able to build effective relationships with tenants, employees, and external vendors.

Interested candidates should submit their updated CV along with a cover letter to [email protected] by 27th Feb 2025. Only shortlisted candidates will be contacted for interviews.