Admin- Real Estate

Our client is a real estate company based in Nairobi, providing property-related services to clients across the residential and commercial property market. The company supports property owners, tenants, buyers, and other stakeholders through property management, marketing, administration, and transaction support.

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.

• 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

The role is based in Westlands, Nairobi, and involves working primarily from the office with regular interaction with clients, tenants, property owners, service providers, and other real estate stakeholders.