Job Summary
The Office Administrator will support the smooth day-to-day running of the office while providing administrative and operational support across property management and real estate activities. The role combines office administration, client communication, property coordination, marketing support, basic accounting, and documentation. The ideal candidate should be highly organized, proactive, detail-oriented, and comfortable managing multiple responsibilities in a fast-paced real estate environment.
Key Responsibilities
Office Administration
Manage the day-to-day administrative operations of the office.
Greet clients and visitors professionally and provide appropriate assistance.
Answer and direct phone calls and respond to emails and enquiries promptly.
Manage the office calendar, schedule appointments, and coordinate meetings.
Maintain organized filing systems for office and property-related documentation.
Manage incoming and outgoing mail and correspondence.
Monitor office supplies and coordinate replenishment when required.
Support general office organization and cleanliness.
Client & Tenant Support
Communicate professionally with clients, tenants, landlords, and other stakeholders.
Follow up with clients for feedback and keep them updated on new property listings and relevant developments.
Respond to tenant enquiries and complaints and coordinate appropriate follow-up.
Maintain regular communication with tenants regarding property-related matters.
Support the scheduling and coordination of property viewings and client appointments.
Property Management Support
Assist with day-to-day property management activities.
Support tenant communication and rent collection follow-ups.
Coordinate maintenance and repair requests with relevant service providers.
Follow up on outstanding property maintenance issues to ensure timely resolution.
Maintain accurate records of tenants, properties, leases, rent, and related documentation.
Organize and maintain property leases, agreements, contracts, and other relevant records.
Property Marketing Support
Prepare and update property listings with accurate descriptions, photographs, pricing, and other relevant details.
Support the preparation of property flyers, brochures, and other marketing materials.
Assist with managing social media platforms and property-related content.
Support email marketing campaigns and other digital marketing activities.
Ensure property listings and marketing information remain accurate and up to date.
Property Showings & Transactions
Coordinate property showings, open houses, and other real estate events.
Schedule appointments between prospective clients, tenants, property owners, and agents.
Assist with real estate transactions by preparing and organizing required documentation.
Support the preparation and processing of contracts, leases, and other transaction documents.
Follow up on outstanding documentation to support smooth transaction completion.
Financial & Administrative Support
Support basic accounting and bookkeeping activities.
Assist with rent records, property financial information, and related documentation.
Maintain a daily activity and administrative data sheet.
Assist with tracking payments, expenses, and other basic financial records.
Prepare simple administrative and property-related reports when required.
Qualifications & Experience
Diploma or Bachelor's degree in Business Administration, Real Estate, Property Management, Office Administration, or a related field.
At least 2 years of experience in office administration, property management, real estate administration, or a related role.
Previous experience in a real estate environment will be an added advantage.
Basic accounting knowledge and ability to maintain financial records.
Proficiency in Microsoft Office Suite, particularly Word and Excel, or Google Workspace.
Good written and verbal communication skills.
Strong organizational and time-management abilities.
Ability to manage confidential property and client information professionally.
Key Skills & Competencies
Office Administration
Property Management Support
Client & Tenant Relations
Documentation & Record Keeping
Property Marketing Support
Basic Accounting & Financial Administration
Communication & Interpersonal Skills
Organization & Attention to Detail
Follow-up & Coordination
Problem Solving
Multitasking & Time Management
Professionalism and Initiative
Key Performance Indicators (KPIs)
Timely and accurate completion of administrative tasks
Accuracy and organization of property and office records
Timely response to client and tenant enquiries
Effectiveness of tenant and maintenance follow-ups
Accuracy and timeliness of property listings and marketing materials
Proper coordination of property viewings and appointments
Accuracy of basic financial and rent records
Timely completion of documentation for property transactions
Overall efficiency and smooth running of office operations
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Minimum qualifications
BA/BSc/HND
How to apply
Use the link(s) below to apply on company website.
Admin- Real Estate
Junior Social & Environmental Officer (Garissa)
https://www.myjobmag.co.ke/apply-now/1348486
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