The Property Officer Western Region, reporting to the Regional Property Manager/Head of Property Management, is responsible for overseeing, managing, and protecting a diverse multi-property portfolio spread across the Western region. This portfolio includes godowns/warehouses, residential units, commercial buildings, and land parcels. The core objective is to ensure high occupancy rates, prompt rent collection, excellent tenant relations, asset preservation, regulatory compliance, accurate reporting, and smooth operations across all sites.
Key Duties & Responsibilities
Portfolio Operations & Oversight
- Conduct routine and scheduled inspections for all properties across the designated region.
- Ensure warehouses, land parcels, commercial blocks, and residential units are well maintained, functional, and compliant.
- Ensure all vacant units are well-prepared for viewing, letting, or leasing.
- Maintain an updated register of all property assets, tenants, and pending issues.
Tenant Relations & Customer Service
- Handle tenant inquiries, complaints, and requests promptly and professionally.
- Ensure strong relations with commercial, residential, and warehouse tenants.
- Conduct tenant inductions and move-in/move-out procedures.
- Enforce lease agreements and estate rules.
Rent Collection & Arrears Management
- Follow up on rent collections across all units and ensure timely bank deposits.
- Prepare arrears reports and implement collection strategies.
- Issue reminders, invoices, and notices for delayed payments.
- Support the accounts department with reconciliations.
Maintenance & Repairs
- Identify maintenance issues early and ensure timely repairs.
- Oversee service providers—cleaners, electricians, plumbers, landscapers, guards, etc.
- Ensure all mechanical, electrical, and plumbing systems are serviced regularly.
- Prepare maintenance schedules and track completion.
Property Security & Safety
- Oversee security operations in all properties, including guards, CCTV, fencing, and patrols.
- Report and document security incidents immediately.
- Ensure fire safety compliance and readiness.
Leasing & Marketing Support
- Support marketing activities for vacant godowns, shops, offices, and residential units.
- Conduct site visits with prospective clients.
- Prepare vacancy reports and letting performance updates.
- Liaise with sales/letting teams for faster turnaround.
Compliance & Regulatory Requirements
- Ensure all properties comply with county government regulations.
- Maintain updated licenses, fire compliance, signage permits, and waste disposal contracts.
- Coordinate valuation, survey, and statutory documentation where needed.
Reporting & Administration
- Prepare weekly and monthly operational reports for each property.
- Update tenancy schedules, lease summaries, and insurance records.
- Maintain digital and physical records for all sites.
- Prepare incident reports, inspection reports, and utilities usage summaries.
Required Skills & Expertise
Technical Skills
- Strong understanding of property management processes.
- Knowledge of warehouse/godown operations and industrial leasing.
- Familiarity with land management, beacons, encroachment control, and boundary supervision.
- Understanding of residential and commercial property dynamics.
- Ability to prepare property budgets and expense projections.
- Basic understanding of construction, repairs, and maintenance.
- Proficient in property management software (REAMS, CRM, ERP, etc.).
- Strong reporting and documentation skills.
Soft Skills
- Excellent communication and negotiation abilities.
- Strong interpersonal and customer service orientation.
- Ability to multitask across large geographical areas.
- High integrity and professionalism.
- Strong decision-making and problem-solving skills.
- Excellent time management and planning skills.
- Ability to work independently with minimal supervision.
Regional Competence
- Strong familiarity with Western Kenya (Nyanza, Western, Rift Valley, Kapenguria).
- Ability to navigate remote properties and manage large geographic territories.
- Understanding of regional tenancy behaviours and market patterns.
Education & Training Requirements
Minimum Education
- Bachelor's degree in Real Estate, Property Management, Land Economics, Urban Studies, Business Administration, Construction Management, or related fields.
Preferred Additional Training
- Certificate/Diploma in Property Management, Facilities Management, Real Estate Agency, Land Administration, or Building Supervision.
- Training in OSHA, First Aid, and Fire Safety is an advantage.
- Training in ERP/Property Management Software is desirable.
Professional Membership (Advantageous)
- Professional Membership (EARB, ISK, AAK, KISM).
Experience Requirements
- Minimum 3–5 years experience in property management.
- Experience managing diverse properties (warehouses, commercial, residential, land).
- Experience supervising service providers and handling tenant issues.
- Experience working across large regions is an added advantage.
Expected Outputs & Performance Indicators
- High occupancy rates across all properties.
- Reduction in rent arrears and timely collections.
- Clean, safe, well-maintained properties.
- Accurate weekly/monthly reports submitted on time.
- Zero unresolved complaints beyond 48 hours.
- Reduction in maintenance expenses through preventive management.
- Timely renewal of licenses, compliance certificates, and leases.
- Improved tenant satisfaction and retention.
- Zero security lapses or unmanaged incidents.
- Faster letting of vacant units.
