Vacancies at Janta Kenya

Job Description

We are looking for a well-organized and proactive Receptionist & Admin Assistant to join our team. This role is central to the smooth operation of our office and involves managing front desk activities, handling client interactions, supporting the management team, maintaining accurate property data across our platforms, and ensuring that all incoming leads are promptly captured and assigned to the appropriate team members for follow-up.

Key Responsibilities

• Greet and receive visitors professionally, and promptly notify relevant staff of their arrival.
• Manage all incoming calls, emails, and physical mail, ensuring they are screened and directed appropriately.
• Record and communicate messages to the appropriate team members in a timely and organized manner.
• Provide general secretarial support including typing reports, drafting correspondence, and taking minutes during internal meetings.
• Maintain the meeting room calendar and staff movement diary to support smooth coordination of schedules.
• Oversee office presentation, manage stationery and supplies, and ensure general office upkeep.
• Track field agents’ movements and check-in/check-out logs to ensure visibility and safety.
• Maintain physical and digital filing systems, ensuring accuracy, confidentiality, and easy retrieval.

Client & Lead Management

• Handle all client enquiries, both in-person and via phone/email, and route them efficiently to the relevant departments.
• Record client details and track communication history in the CRM, including inquiries shared by the team on the WhatsApp group, to ensure accurate lead follow-up
• Assist in assigning leads to agents and follow up on their status where necessary.
• Prepare and share daily and weekly inquiry reports with management

Communication & Meeting Management

• Respond to selected internal and external communication on behalf of the Director and Senior Management.
• Schedule and coordinate and attend meetings; prepare agendas and take accurate minutes.
• Distribute meeting notes, track action points, and ensure timely follow-ups.

Data Entry & Listings Management

• Accurately update property listings on the company website and third-party property portals.
• Add new listings, update existing ones, and remove expired or sold properties promptly.
• Verify all listing details and obtain approvals from agents or clients before publishing content.
• Maintain a clean and current digital database for property information and client communications. Mail, Supplies & Facility Coordination
• Maintain accurate records of incoming and outgoing mail and oversee timely distribution.
• Supervise office cleaners and ensure that cleaning schedules are adhered to and office hygiene is maintained.
• Coordinate the replenishment of beverages and ensure that refreshments for meetings are served on time.

Other Responsibilities

• Follow up on land rates, leases, utility bills, and rental payments for company- and Director-owned properties.
• Organize and maintain both physical and digital records of personal and work-related documents for Directors and Senior Management.
• Undertake additional administrative or technical tasks as reasonably assigned by management in line with business needs.
• Run personal errands for Directors and Senior Management when required.
• Provide flexible support across departments during peak periods or on special projects.
• Assist Directors with administrative tasks, correspondence, and documentation as needed.
• Perform any other duties assigned by management to ensure smooth and efficient office operations. Ideal Candidate Profile
• Strong interpersonal and communication skills, with a professional and welcoming demeanor.
• Excellent organizational and time-management abilities.
• Attention to detail, especially in data entry and record-keeping.
• Comfortable using office software and basic property management systems.
• Able to handle multiple tasks efficiently in a fast-paced environment.
• Experience in real estate, customer service, or administrative support is an added advantage.

Qualifications

• Diploma or Certificate in Business admin, real estate management course or any relevant course
• 1-2 years of experience in similar capacity in real estate industry

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 Job Purpose

• The Digital Marketing & Advertising Specialist will be responsible for developing and implementing digital marketing and advertising strategies that drive qualified leads and support sales growth. The role requires a hands-on professional who can manage paid campaigns, analyse performance data, coordinate creative teams, improve internal marketing systems and work closely with the sales team to ensure effective lead follow-up and conversion.

Key Responsibilities

The successful candidate will be expected to:

• Develop, execute and optimise digital marketing campaigns across platforms such as Google Ads, Meta, LinkedIn, YouTube and other relevant digital channels.
• Manage advertising budgets effectively to maximise lead generation, campaign performance and return on investment.
• Monitor campaign performance daily and make data-driven decisions on targeting, messaging, creative direction, budget allocation and campaign optimisation.
• Analyse data from GA4, advertising platforms, CRM systems and other analytics tools to identify trends, performance gaps and opportunities for improvement.
• Prepare clear, accurate and timely digital marketing performance reports for management, including insights, recommendations and action plans.
• Coordinate the work of graphic designers, video editors and other creative team members to ensure timely delivery of high-quality marketing assets.
• Assign, track and manage creative tasks using project management tools such as Trello or similar platforms.
• Work closely with the sales team to monitor lead quality, follow up on lead engagement and support conversion of leads into sales.
• Respond professionally to social media messages, comments and feedback to maintain an active and positive online presence.
• Set up, maintain and improve internal systems and workflows to enhance collaboration, reporting, campaign tracking and team productivity.
• Troubleshoot digital tracking issues and support the implementation of improved marketing processes, automation and reporting systems.
• Continuously research digital marketing trends, competitor activity and emerging tools to improve campaign effectiveness.

Key Performance Areas

The role will be measured against:

• Quality and volume of leads generated.
• Cost per lead and cost per acquisition.
• Return on ad spend.
• Conversion rates from leads to closed sales.
• Campaign performance across key digital platforms.
• Accuracy and timeliness of reports.
• Timely delivery of creative assets.
• Effectiveness of collaboration with the sales and creative teams.
• Growth in online engagement, reach and brand visibility.
• Successful implementation of improved systems and processes.

Qualifications and Experience

The ideal candidate should have:

• A degree or diploma in Marketing, Digital Media, Entrepreneurship, Business, Communications or a related field.
• At least **3 years’ relevant experience*in digital marketing, paid advertising, performance marketing or lead generation.
• Proven experience managing digital campaigns across Google Ads, Meta Ads, LinkedIn Ads and other relevant platforms.
• Strong experience using GA4 and digital analytics tools.
• Experience in lead generation for high-value products or services will be an added advantage.
• Experience working with CRM systems and tracking lead conversion.
• Relevant certifications in Google Ads, Meta Blueprint, digital marketing, analytics, UI/UX, graphic design or related fields will be an added advantage.