Property and Facilities Management Officer at a Reputable Company

About the Role

• The Property and Facilities Management Officer will be responsible for the day-to-day management, administration, maintenance, and operational efficiency of the property portfolio. The role combines property management, tenant and landlord relationship management, rent collection, lease administration, property marketing, and facilities management to ensure properties are well-maintained, fully occupied, compliant, and commercially viable.
• The ideal candidate must have a sound understanding of leases and tenancy agreements, strong property management skills, and the ability to proactively identify occupancy opportunities, safeguard property assets, manage rental income, and maintain positive relationships with tenants, landlords, contractors, and other stakeholders.

Key Responsibilities

Property Portfolio Management

• Oversee the day-to-day management and administration of the property management portfolio, ensuring all properties are properly managed, secure, and maintained.
• Safeguard the company's property assets and ensure they are used, occupied, and maintained in accordance with approved standards and contractual obligations.
• Maintain an up-to-date property register detailing property ownership, occupancy status, rental rates, lease terms, expiry dates, maintenance requirements, and other relevant information.
• Conduct regular property inspections to assess the condition, security, cleanliness, and general upkeep of properties.
• Monitor property performance, occupancy levels, rental income, operating costs, and maintenance expenditure, preparing periodic management reports.
• Identify opportunities to improve property utilisation, tenant satisfaction, operational efficiency, and rental returns.

Lease and Tenancy Administration

• Prepare, review, administer, and monitor leases, tenancy agreements, renewals, notices, and other property-related documentation, in consultation with the relevant legal or management team where necessary.
• Demonstrate a sound understanding of lease provisions, including rental obligations, lease duration, rent reviews, deposits, service charges, maintenance responsibilities, renewal terms, termination clauses, and tenant obligations.
• Monitor lease expiry dates and initiate timely renewal, renegotiation, or termination processes.
• Manage tenant onboarding, handover, occupation, exit inspections, and the return of deposits in accordance with contractual terms and applicable procedures.
• Ensure tenants comply with lease terms and promptly address breaches, complaints, arrears, and other tenancy-related issues.
• Maintain accurate and secure tenant files, lease records, inspection reports, and related documentation.

Rent Collection and Rental Income Management

• Coordinate and monitor the timely collection of rent, service charges, deposits, and other applicable property-related payments.
• Maintain accurate rent schedules and tenant accounts, tracking payments, outstanding balances, arrears, and applicable adjustments.
• Follow up on overdue rent and other outstanding payments, issue reminders, and escalate persistent arrears in line with established procedures.
• Reconcile rental collections against tenant accounts and payment records, working closely with the Finance Department to ensure accurate accounting and reporting.
• Prepare periodic rental income, arrears, occupancy, and collection reports for management review.
• Ensure all rental receipts are properly documented, accounted for, and receipted in accordance with the company's financial controls.

Property Marketing and Occupancy Management

• Develop and implement property marketing initiatives to attract prospective tenants and maximise occupancy across the property portfolio.
• Advertise available properties through appropriate marketing channels, property platforms, agents, referrals, and other relevant networks.
• Coordinate property viewings, respond to prospective tenant enquiries, and follow up on leads to secure suitable tenants.
• Maintain an up-to-date schedule of vacant, occupied, and upcoming-to-be-vacant properties.
• Conduct market assessments to inform rental pricing, identify demand trends, and recommend competitive rental rates.
• Screen prospective tenants in accordance with approved procedures and coordinate the leasing process from enquiry to occupation.
• Work proactively to minimise vacancy periods, improve occupancy rates, and support the achievement of rental income targets.

Property Maintenance and Asset Care

• Take responsibility for the proper upkeep, security, cleanliness, and general condition of all properties under management.
• Develop and coordinate preventive maintenance schedules to preserve property value and minimise unexpected repair costs.
• Attend to and coordinate reactive maintenance requirements, including plumbing, electrical works, structural repairs, painting, drainage, and other general building works.
• Conduct routine inspections and promptly identify defects, safety concerns, deterioration, and other maintenance needs.
• Coordinate repairs and maintenance with contractors, technicians, suppliers, caretakers, and other service providers.
• Obtain and assess quotations, monitor maintenance costs, and ensure approved works are completed within agreed timelines and budgets.
• Follow up on maintenance complaints raised by tenants and ensure timely resolution while keeping relevant stakeholders informed.
• Maintain accurate maintenance logs, inspection reports, contractor records, and property condition reports.

Facilities and Service Provider Management

• Coordinate facilities management services, including security, cleaning, waste management, landscaping, utilities, and other property support services, as applicable.
• Supervise contractors and service providers to ensure quality workmanship, cost-effectiveness, and compliance with contractual requirements.
• Monitor service delivery and ensure that facilities are safe, functional, and fit for occupation.
• Ensure compliance with applicable health, safety, environmental, and statutory requirements relating to property operations.
• Maintain service schedules, compliance records, warranties, and relevant inspection and certification documentation.

Tenant, Landlord and Stakeholder Relations

• Serve as the primary point of contact for tenants, landlords, prospective tenants, contractors, and other property-related stakeholders.
• Build and maintain professional relationships through responsive communication, effective problem-solving, and reliable service delivery.
• Handle tenant and landlord enquiries, complaints, and disputes promptly, fairly, and professionally.
• Communicate relevant lease obligations, maintenance arrangements, rental reviews, notices, and property-related updates.
• Escalate complex disputes, legal concerns, significant maintenance issues, and financial risks to management for appropriate action.

Qualifications and Experience

• Diploma or Bachelor's Degree in Real Estate, Property Management, Facilities Management, Business Administration, or a related field.
• Minimum 4 Years experience in property management, real estate operations, facilities management, or a similar role.
• Demonstrable experience managing a property portfolio, coordinating maintenance, administering leases, and following up on rental collections.
• Sound understanding of leases, tenancy agreements, rent administration, property inspections, and tenant management.
• Experience in property marketing, tenant sourcing, and occupancy management will be an added advantage.
• Good understanding of property maintenance, contractor coordination, service delivery, and relevant statutory compliance requirements.
• Proficiency in Microsoft Office and property management, record-keeping, and reporting systems.

Key Competencies

• Strong property administration and portfolio management skills.
• Excellent communication, negotiation, and tenant relationship management skills.
• Strong financial awareness, with the ability to track rental income, reconcile accounts, and monitor arrears.
• Good understanding of lease terms and the ability to identify and escalate contractual risks.
• Strong organisational skills, attention to detail, and effective record management.
• Proactive problem-solving, accountability, and the ability to work independently.
• Commercial awareness and an appreciation of occupancy, rental yields, property preservation, and cost control.
• Strong planning, coordination, and time-management skills.

Location: Nairobi. The successful candidate must be based in Nairobi and be available to undertake property visits and inspections as required.