Department: Administration

Reports to :  Manager

Prepared by: Leya Kassa

Location: Addis Ababa, Ethiopia (Bole Road)

Employment type: Full Time

Essential Duties and Responsibilities include but not limited to the following: Manages Managers Calendar/Schedule.

• Assit manager with other properties within the organization
• Manages Managers Calander/Schedule
• Petty cash' handling..andreportin.g
• Purchasing on behalf•of company
• Answers incoming telephone calls, determine purpose Of callers,. and forwards calls to appropriate personnel or department. Screens incoming: calls .and 
  correspondence and responds independently when possible

Answers questions about the organization and 'provide callers 

• With address, 'directions and other information
• Takes and-delivers:messages when the appropriate personnel are unavailable
• Places international telephone calls for Manager or other office personal. as necessary

Welcomes on-site visitors, apartment tenants .etc,

• Deterrnines nature of business. and .announces visitors. to. the appropriate personnel
• In the event of 'Managers temporarily absence. Will assist where necessary
• Monitors visitors:access...and-issues:passes when required.
• Receives,.•.orts, .and. routes mail.
• Maintains fax machines, assists users, sends faxes, and. retrieves. and routes incoming faxes.

• Prepare's- programs, events, or Conferences. ..by arranging facilities and caterer, issuing information or invitations, coordinateS speakers, and controlling .event. budget.

• Directs preparation of records. such as agendas,. notices; minutes, etc.. of meetings.

• COmpose$ and prepares confidential correspondences, reports, and other complex dbournentS,
• Orders,. receives, and maintains office Supplies,.
• Creates and prints' fax cover sheets, memos, correspondences, reports, and other documents when necessary for General Manager and other office Personnel.
• Coordinates' translation of documents with outside sources.
• Carries out other duties as may be assigned.

6 Keeps. Tenants integrity

Assist Where: necessary with leasing of VacantapartMent units

• Assist. with .preparation :of [ease contracts
• AssiSt manager with tax authorities for preparation or subrnisSidn of documents inquire.s.or payments if needed'

Follow Lip tenants' complaints reported by any tenant or your staff and give solution without delay

• Provide required assistance to the tenants and.their guests in the BusineSs.Center or apartment .premises
• Maintain discipline, honesty, .good. personality and good human relationship. with
• owrierS, Tenants .arid staff of the Real Estate
• Pre-plan to keep. each apartment unit of Aster Seifu Real estate occupied Pay due. attention for proper retention of ..ap.artMent units keys and Lease Agreements.
• Keep recordS on rental due dates and tirnely nOtificatibri to the concerned for payment
• Collect rental payments and deposit same in the. assigned Bank:and disseminate the information to all concerned
• ASsiSt Manager if necessary, in handling of any issueSicates with lOcal authorities on behalfbf thet
• Handle owners' guests or relative$ per given instruction
• Schedule regular staff Meetings and build an environment in which open and free discussions in overall activities will take place and gather recommendations for action

Submit a Weekly. Activity Report to concerned

• Properly manage/ handle expenses and keep expense receipts and timely deliver to the. Real Estate AcCoUntant
• Coordinate for proper retention of DocumentS and apartment Keys
• Conduct exit interviews of the exiting staff and keep records for future reference
• Communicate With our support staff (Electrician andiour Plumber) in case of urgent issues by the tenants to give immediate solUtion

• Keep 'records of Certificates, Insurances and. Annual Payment, Fire Extinguishers, etc. Expiry Dates and properly handle the respective ahead of the Expiry Date and notification of update of so to Deputy manager

• Follow up utilities (electriOity, internet, Water, telephone and DSTV) payment due dates and coOrdinate With concerned for settleMent of the bills/payments.
• Coordinate to issue receipts for electrit consumptiOn charges and allocate the collection for proper utilization with the consultation Of the accountant.
• Maintain Properties: Records (cars, houses, etc.) with essential information
• Staggery schedule staff's Annual Leave, follow up compliance and oversee their attendance records
• Pay partiOular attention to: the Standby Generator, Automatic Door/Gate, Elevator and the WaShar/Dryer
• Follow Up regular maintenance of Equipment per: the signed or mutually. agreed Agreernentsicontracts
• Prepare or revise a Lease:Agreement, as required, and retain for future. referen0e
• Oversee all purchases and stationeries replen1shMent

Supervisory Responsibilities.

This job has no supervisory responsibilities at present other than conduction of on-the-job training related to work of those who need it as assigned by Supervisor,

Competencies

• To perform the duties of the position SucceSsfully, the incumbent •should deMonstrate the •following competencies:

• Problem Solving = Identifies and resolves problems in a timely manner; Gathers and analyzes information s:killfully; Develops: alternative solutions; Uses reason even when dealing with emotional topics..

• Technidal Skills Should be familiar with all office equipMent's including the latest state-of-the-art equipment; Assesses own strengths and weakneSses; Pursues training and development opportunities; Strives,tb continuously build knowledge and skills; Shares expertise with others, etc.

• puStomer Service - Responds promptly to management. needs;. Coordinates and Meets Com m itrhents.
• Interpersonal Skills: Maintains confidentiality.

Oral Communication Responds well to questions; DeMonstratet group presentatiOn skills; Participates in meetings/ Must be fluent in speaking in Amharic and English as well in grammar or both Amharic and. English

Written Communication - Writes clearly and informatively in Amharic and English; Edits Work for Spelling and grammar; Varies Writing style to Meet needs. Present numerical data effectively; Able to read and interpret written information.

• Teamwork - Balances team and individual responsibilitieS and prioritize: as neCessary; contributes to building a positive team spiritetc.
• Quality Management - Looks for ways to improve and promote quality_
• Organizational Support - Follows policies and procedures; CoMpletes administrative tasks correctly and on time; supports organitation!s goals and values, etc.

• Professionalism - Approaches others in a tactful. Manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; F011oWs through on commitments, etc.

• Attendance/Pundtuality - Is Consistently at work and on tone; Ensures work responsibilities are covered when absent; Arrive8 at Meetings and appOintments on time, etc,

• Dependability - FOlioWs instructions, responds to management direction;: Commits to long. hours of Work When necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan and work8 independently as needed.

• Initiative - Volunteers readily; Seeks increased responsibilities; Ask for and offers. help when needed.,

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty -satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience                                                 

• Associate's degree (A. A.) or equivalent from two-year College or technical school; or minimum of 2 years related experience and/or training; or equivalent combination of education and experience.
• Having experience in Real Estate Industry is plus

Computer Skills                                             

• To perform this job successfully, an individual should have knowledge of Microsoft Excel/Outlook Spreadsheet and Microsoft Word Processing Software.

Other Skills and Abilities

• Typing - 60 wpm

How To Apply

Post date: September 24, 2025

Application Deadline: Sept 24 - Oct 24, 2025 (we will make decision soonest — highly suggest do not wait - send your CV ASAP )

Competitive Salary/monthly - Will be determined upon hire

We are looking to hire IMMEDIATELY — APPLICANT MUST BE ABLE TO BEGIN THE REQUIRED POSTION IMMEDIATELY

Please email CV to :Leyak@agsusa.com

Photo Required with CV: Professional passport color photo (must  be very recent)

Applications will not be accepted by drop-off Summary

Executes Administrative tasks determined by Manager by performing the following duties located at the Office building in Bole, Addis Ababa