Office Administrator / Property Management Assistant

• Office Administrator / Property Management Assistant
• Anonymous Employer
• Admin & Office
• Today
• Easy apply
• New
• Nairobi
• Full Time
• Real Estate
• Confidential
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• Job summary
• To provide comprehensive administrative and operational support to the Property Manager by coordinating office activities, managing documentation, handling tenant correspondence, maintaining records, and ensuring the smooth day-to-day administration of the property.
• Min Qualification:
• Diploma

Experience

• Level:
• Mid level
• Length:
• 3 years
• Language Requirement:
• English
• Working Hours:
• Full Time - 8 to 5
• Applicant
• Location:
• Nairobi, Kenya
• Job descriptions &
• in an administrative role.
• •
• in property management will be an added advantage.
• Skills & Competencies
• • Excellent written and verbal communication skills.
• • Strong proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• • Excellent professional email, report, and document drafting skills.
• • Proficiency in the use of Artificial Intelligence (AI) productivity tools (e.g. ChatGPT, Microsoft Copilot, or similar) for drafting correspondence, preparing reports, document review, and improving administrative efficiency.
• • Strong organizational and multitasking abilities.
• • Excellent attention to detail and accuracy.
• • Ability to prioritize tasks and work independently with minimal supervision.
• • Strong analytical and problem-solving skills.
• • High level of integrity, discretion, and confidentiality.
• • Excellent customer service and interpersonal skills. • Ability to work under pressure and meet deadlines.
• Key Performance Indicators (KPIs)
• • Timely response to tenant enquiries and follow-up actions. • Accuracy and quality of correspondence, reports, and documentation.
• • Proper maintenance of filing systems and office records.
• • Timely renewal and tracking of contracts, licenses, insurance policies, and statutory documents.
• • Accuracy in invoice verification and administrative documentation.
• • Effective monitoring and closure of maintenance requests.
• • Efficient inventory management and timely preparation of purchase requisitions.
• • Timely completion of assigned administrative duties.
• • Overall efficiency in supporting the Property Manager and office operations.
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Requirements

Key

Responsibilities

• Draft professional letters, emails, notices, memos, reports, and other correspondence.
• Maintain an organized filing system for contracts, tenant records, invoices, and correspondence.
• Prepare meeting agendas, minutes, and follow up on action items.
• Manage incoming and outgoing correspondence.
• Maintain office records and confidential documents.
• Respond to tenant enquiries and follow up on pending matters.
• Prepare tenancy agreements, renewal letters, notices, and related documentation.
• Coordinate unit inspections, move-ins, move-outs, and handovers.
• Maintain accurate tenant records and lease schedules.
• Track outstanding tenant requests until completion.
• Prepare purchase requisitions for goods and services.
• Monitor office supplies and maintenance inventory, ensuring adequate stock levels.
• Maintain accurate records of office assets, equipment, and inventory
• Maintain all service contracts and renewal schedules.
• Track expiry dates for contracts, licenses, insurance policies, and statutory certificates.
• Ensure contractor documentation remains current and properly filed.
• Verify supplier invoices against approved quotations and completed works before submission.
• Assist in preparing management reports and administrative summaries.
• Coordinate and compile documentation required by the Accounts Department.
• Assist in planning and coordinating maintenance activities.
• Prepare resident notices, circulars, and general communications.
• Coordinate access arrangements for contractors and service providers.
• Monitor and follow up on maintenance requests to ensure timely completion.
• Manage office schedules, appointments, and calendars.
• Answer telephone calls and direct enquiries professionally.
• Organize meetings and maintain meeting schedules.
• Ensure the office operates efficiently and professionally at all times.
• Perform any other duties assigned by the Property Manager.
• Diploma or Degree in Business Administration, Property Management, or a related field.
• Minimum three (3) years'