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

Experience Length

3 years

Language Requirement

English

Working Hours:

Full Time - 8 to 5

Applicant Location

Nairobi, Kenya

Job descriptions & requirements

Key Responsibilities

• Administrative Support

• 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.

• Tenant Administration

• 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.

• Procurement & Inventory Support

• 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.

• Documentation & Contract Administration

• 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.

• Financial & Administrative Support

• 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.

• Property Operations

• 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.

• General Office Duties

• Manage office schedules, appointments, and calendars.