Reports to: Estate Officials
Industry: Real Estate
Gross Salary: Ksh 50k

Our client is an estate in Nairobi looking for a detail-oriented and organized Accounts Assistant/Office Administrator to manage administrative tasks and provide financial support to their team. This dual-role position ensures the smooth running of office operations and accurate management of financial records.

Accounting duties

• Management of Receivables – Invoicing the Estate service charge/ fees to members on a monthly basis through the system and receiving member service charge/fee contributions and reconciling these member collections.
• Management of Payables – Receiving invoices from Suppliers of Estate (security, garbage etc.) and preparing the payment vouchers and Cheque for approvals by the Estate Officials and also salary processing to Estate staff and casuals.
• Management of Petty Cash and reconciliations – maintaining petty cash reports and sharing these reports with the Estate Treasurer.
• Banking and Bank Reconciliations – doing Banking activities for Estate, management of cheque books and reconciling the bank accounts and reporting to the Estate Treasurer.
• Preparation of management accounts and reports – Generating Estate monthly management accounts and reports to the Estate Officials.
• Estate Assets Management –Ensuring that all assets of Estate are maintained in the asset register and the cabinets – these are the Titles to Estate public utility plot, Estate Official map, Estate Survey Documents, Office Furniture and Equipment, Computers, CCTV equipment, Estate phones and preparing monthly reports to the Estate treasurer.
• Procurement – Managing the procurement of Estate supplies, furniture and equipment in accordance with the communicated budgets.

Office Administration and Customer Service Duties

• Receiving External Communication and forwarding the same to the Estate officials.
• Managing the day-to-day activities of the Estate Office and ensuring that the office is clean, tidy and running smoothly.
• Maintaining Estate records and sending copies of the same to the Estate Secretary for filing.
• Maintain good relations with members and receive member requests, calls, respond to members /visitors’ enquiries and complaints to Estate and escalating any major matters to the Estate officials for further action.
• Maintain good relations with the Operation Supervisor, Office Administration Officer and the casuals and process their requests, concerns/complaints and remedial action on Estate office matters and escalate any major matters.
• Once member building and development plans have been approved by the Estate officials, forwarding the same to Kiambu County and communicating the results to the Operations Supervisor for onward feedback to the members.
• Receiving from the Estate officials approved communication to members and residents and sending the same to the members and residents – letters, texts, and emails.
• Maintain good relations with Estate members and communicate complaints and emerging issues from members or the Estate office matters to the Estate Officials.
• Planning with the Estate Officials upcoming Estate meetings and events and managing the events and meetings to ensure success.
• Maintain good relations with utility providers e.g. Kenya power, Nairobi water, internet companies, police, chiefs, county government, garbage collections company and manage any issues experienced by members in relation to these services to ensure remedial action, escalate these issues to the Estate Officials for further action.
• Manage the preparation of Office tea and ensure all the Estate staff, casuals and guards receive the same.

Supervisory Duties

• Maintain good relations and supervise the Office Administration Officer (Mogaka) and the Casuals to ensure proper execution of their duties and report any issues to the Estate officials for remedial action.

Environment Duties

• While working closely with the Estate Head of Environment.
• Ensure that the Estate environment is clean and well maintained – manage the sweeping of drives, roads and walkways, pruning of trees and hedges, flower beds, cutting of grass, cleaning of bins, public utility toilets, gate area and the Estate office block. ii.
• Garbage and waste management – ensure the garbage collection supplier is collecting garbage as per SLA and that garbage bags are distributed to all residents and report any issues/ breaches to the Estate officials. Also ensure that there is no dumping of waste on drives and empty plots.
• Ensure drives, closes and empty plots are well maintained – no bushes or overgrown vegetation.
• Tree/lawns/ Flower planting and maintenance – Oversee the procurement – and planting of trees/lawns/flowers and ensure that they are well maintained.

Youth and Welfare Duties

• While working closely with the Head of Youth and Welfare; Assist in coordinating youth and welfare events and activities ii.
• Report to the Head of Youth and Welfare and also the Estate officials any major requests/issues/breaches reported by members and residents on matters of youth and welfare for remedial/further action.

Estate Bylaws and the Constitution

• Reporting to the Estate officials any breaches or issues from members and residents in relation to the Estate Bylaws and Constitution.

Reporting

• Preparing monthly reports of performance and execution of above duties and forwarding the same to the Estate Officials.

Qualifications:

• Minimum education a diploma in office administration or management, or any other relevant degree or diploma.
• At least 2 years’ experience in the same role
• Must be well versed with QuickBooks.
• Age, 30-45 years
• Female candidates are encouraged to apply

How to Apply

If you are up to the challenge and possess the necessary qualifications and experience; please send your CV only quoting the job title on the email subject (Accounts Assistant/ Office Admin) to [email protected] before 13th January 2025.