Front Office & Tenant Services Assistant Job Accurex

Front Office & Tenant Services Assistant Job. Admin Jobs In Kenya

Job Purpose 

The Front Office & Tenant Services Assistant is responsible for providing professional front desk and tenant-facing support services. This role ensures seamless management of customer interactions, accurate receipting of tenant payments, resolution of tenant queries, maintenance issue logging, and the smooth onboarding of new tenants. The position serves as a key link between tenants, the operations team, and the accounts department, contributing directly to service quality, system accuracy, and revenue collection integrity. 

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Key Responsibilities 

Tenant Payment Processing & Data Accuracy

• Accurately receive, verify, and physically stamp receipts for tenant payments made through Mpesa, Equity Bank, and Co-operative Bank. 
• Enter payment data & water meter readings into the Rental Management System (RMS) and flag discrepancies or unidentified payments. 
• Conduct daily reconciliation of front office transactions against bank feeds and submit daily summaries to the Accounts & Reporting Officer. 
• Ensure all physical and digital receipts are well filed and accessible for audit purposes. 
• Ensure accurate sticky note date of payments & internal ticket resolutions. 

Front Office & Customer Service Management

• Serve as the first point of contact for walk-in clients, tenants, and visitors, ensuring a professional and welcoming experience. 
• Answer phone calls, respond to WhatsApp messages, and manage customer queries related to tenancy, payments, and property services. 
• Maintain a clean and organized reception and customer service desk. 
• Take minutes & agendas during briefs and preparation of typed minutes to be submitted COB. 

Tenant Onboarding & Due Diligence

• Guide prospective tenants on available houses, rent terms, and application processes. 
• Collect and verify onboarding documentation for new tenants from newly acquired properties or walk-ins. 
• Conduct basic due diligence (ID, referrals, and status validation) for new tenants before processing. 

Maintenance & Service Request Management

• Record maintenance and service requests from tenants, landlords, field agents, and estate staff into the tracking system/ respective recording book. 
• Assign follow-ups to the appropriate internal team and provide regular updates to tenants on the progress of requests. 
• Ensure all service request records are closed within the expected timelines and logged in the system. 

Debt Follow-Up Support & System Hygiene

• Support arrears recovery by following up on flagged tenants, reconciling payments, and reminding tenants of overdue balances. 
• Flag and clean up duplicate or inconsistent tenant records, tagging them for review by the Property Coordinator or Property Lead. 
• Maintain updated tenant status records, closed account logs, and payment tickets. 

Administrative & Office Support

• Assist in preparation and dispatch of communication materials, payment notices, or onboarding kits. 
• Support filing, photocopying, and physical records digitization under the guidance of the Office Assistant or Accounts & Reporting Officer. 
• Ensure daily checklists for front office operations are completed and signed off. 
• Ensure that all bank statements are well filed and easily accessible. 
• Any other duty as assigned.  

Reporting & Documentation Compliance

• Prepare and submit daily receipts reconciliation reports to the Accounts & Reporting Officer, ensuring accuracy across Mpesa, Equity Bank, and Co-op Bank transactions. 
• Maintain updated and well-organized front office transaction records, including stamped receipts, water meter readings, and payment confirmations, both digitally and in physical files. 
• Log and report unidentified or disputed payments within 24–48 hours and follow up until resolved. 
• Update the Rental Management System (RMS) with accurate tenant activity data, including payment status, onboarding progress, service request closures, and contact updates. 
• Submit minutes of daily briefs and meetings by close of business (COB), ensuring action items are clearly captured and filed. 
• Track and escalate any system hygiene issues such as duplicate accounts, missing payment references, or data entry anomalies. 
• Provide ad hoc reports on front office trends, walk-in traffic, service issues, or tenant complaints as requested by the Accounts & Reporting Officer or Property Lead.

Qualifications and Requirements 

• Diploma in Business Administration, Customer Service, Finance, or related field. 
• Minimum of 1–2 years experience in a customer-facing, administrative, or receipting role. 
• Knowledge of Mpesa, Equity and Co-op transaction systems. 
• Proficient in Microsoft Office Suite, particularly Excel and Outlook. 
• Experience with a Rental or Property Management System is a strong advantage. 
• Strong interpersonal skills, professionalism, and attention to detail. 
• Ability to manage pressure, multitask, and handle confidential information with discretion. 

Behavioral Competencies 

• High integrity and accountability 
• Strong organizational and multitasking abilities 
• Customer-oriented mindset with excellent communication skills 
• Problem-solving attitude with a proactive approach 

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How to Apply

Click here to apply