Job Purpose:
The Field Officer is responsible for ensuring rent is collected on time, tenants follow lease agreements, maintenance issues are resolved quickly and properties are kept in good condition. This role involves working closely with caretakers, tenants, and the property team to ensure smooth operations on the ground.
Key Responsibilities:
Rent Collection & Debt Enforcement:
- Visit properties to follow up on rent payments from tenants.
- Report any delays in payment and escalate unresolved cases.
- Prevent income loss by ensuring tenants do not vacate or abscond without notice.
Tenant Relations & Lease Compliance:
- Educate tenants about the terms of their lease agreements.
- Report violations like illegal subletting, non-payment, or misuse of property.
- Communicate professionally with tenants and caretakers, ensuring proper documentation of all communications.
Tenant Onboarding and Exits:
- Take inventory of the house before tenants move in or out.
- Ensure that all onboarding and exit forms are filled correctly and filed.
- Confirm that vacating tenants clear all bills and leave the unit in good condition.
Repairs, Maintenance and Painting Supervision:
- Monitor ongoing repairs, maintenance, and repainting jobs for quality and speed.
- Report maintenance issues to the appropriate team and follow up until resolution.
- Ensure properties are clean, functional, and safe for all tenants.
Utilities and Bill Settlements:
- Confirm all utility bills (e.g., water, electricity) are paid by tenants, especially before move-out.
- Coordinate with the maintenance team to resolve any utility-related concerns.
Complaint Management:
- Receive and log tenant complaints promptly into the designated communication platform.
- Ensure complaints are also written in the on-site complaint book.
- Work with the maintenance team to follow up and confirm that complaints are resolved within the agreed timeline.
Property Inspections and Oversight:
- Conduct regular site visits to check the condition of buildings and surrounding areas.
- Report any safety, cleanliness, or structural concerns to the Property Manager.
- Coordinate with caretakers to ensure a clean, secure, and well-managed environment.
Records Management:
- Keep accurate records of all site visits, repairs, rent collection efforts, and tenant engagements.
- Submit weekly updates and reports to the Property Manager.
Qualifications & Experience:
- A Certificate or Diploma in Real Estate Management or a related field.
- Minimum of 1 year experience working in a property management or real estate role.
- KCSE mean grade C, with at least C+ in Mathematics and C+ in English.
- Ability to ride a motorbike is an added advantage (a valid riding license is preferred).
- Basic understanding of property maintenance and minor repair works.
Key Competencies & Attributes:
- Strong communication and people management skills.
- Detail-oriented and organized in documentation and reporting.
- Ability to work independently while following clear instructions.
- Calm and professional when handling tenant concerns or emergencies.
- A good team player with the ability to work under minimal supervision.
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