Administrator

Job Title: Administrator – Optiven Estates
Vacancy: 1
Company: Optiven Limited
Department: Optiven Estates
Location: Head Office, Absa Towers
Gross Salary: KES 35,000 per month
Job Purpose Statement:

The job holder is responsible for providing operational, clerical and administrative support to ensure the smooth running of resale processes within the department. Specifically:

• Documentation management
• Client support and communication
• Operational Coordination
• Reporting

Key Responsibilities:

Documentation & Records Management

• Receive, verify, and file client documents for property resale.
• Maintain both digital and physical filing systems per company standards.
• Update and manage client, property, and transaction data in CRM and internal databases.

Client Support & Communication

• Serve as the first point of contact for resale-related client queries.
• Schedule appointments, meetings, and site visits.
• Follow up on pending documentation and communicate timelines to clients and internal teams.

Sales Agreement Support & Due Diligence

• Assist in preparing draft Sales Agreements.
• Coordinate due diligence with Legal and Compliance to validate documents.
• Track document progress and flag compliance risks.

Operational Coordination

• Coordinate with Finance, Legal, and Marketing for seamless cross-departmental collaboration.
• Organize departmental calendars and support resale events logistics.
• Generate weekly/monthly reports on onboarding, documentation status, and transaction milestones.

Commission Tracking

• Log and track commission structures for closed transactions.
• Liaise with Finance to facilitate accurate and timely payouts to Sales Executives.

Qualifications & Experience:

• Diploma or Bachelor’s Degree in Business Administration, Office Management, Real Estate, or a related field.
• 2–4 years of experience in real estate or property resale sales.
• 2–3 years in an administrative or operations support role, preferably in a real estate, legal, or sales environment.
• Knowledge of online property platforms and digital marketing tools.
• Experience with expos, exhibitions, and promotional events is highly desirable.

Key Skills & Competencies:

• Attention to details
• Organization and time management skills
• Communication & interpersonal skills
• Administrative & documentation proficiency.
• Problem solving skills.
• Team collaboration

Personal Attributes:

• Self-motivated & results oriented
• High integrity & ethical judgement
• Customer centric mindset
• Dependability
• Resilient & adaptable
• Attention to detail
• Team player
• Continuous learner

How to Apply

•  Application: Submit your application via recruitment@optiven.co.ke
• Deadline: Applications close on 15th September 2025.
• Shortlisting Process: Applications will be reviewed on a rolling basis.
• Recruitment Fee: Optiven Group does not charge any fee for job applications, interviews, or placements.
• Communication: Only shortlisted candidates will be contacted due to high application volumes.
• Disqualification: Any form of canvassing leads to automatic disqualification.
• Consent: By applying, candidates agree to allow background checks as necessary.
• Equal Opportunity: Optiven Group is an equal opportunity employer.