Job Specification

The Senior Portfolio Management Officer – Property Management is responsible for ensuring optimal performance of KDC’s real estate assets through effective tenant management, lease administration, arrears control, rent collection, and occupancy optimization. The Officer will implement strategies to enhance tenant satisfaction, ensure compliance with lease terms, improve rental revenue, and coordinate closely with internal teams and property managers to maximize returns and safeguard asset value across KDC’s properties

Duties & Responsibilities:

• Ensuring timely resolution of tenant concerns and complaints to enhance satisfaction and strengthen stakeholder relationships.
• Coordinating efficient onboarding of new tenants, ensuring smooth processing of applications, lease documentation, and occupancy arrangements.
• Monitoring and support timely lease renewals for existing tenants, maintaining consistent engagement and communication.
• Tracking and promote optimal occupancy levels across all KDC properties.
• Collaborate with property managers and internal teams to enhance customer experience and maintain positive tenant relations.
• Monitoring rent invoicing and collection processes in collaboration with the Finance Department and property managers.
• Supporting implementation of payment plans, follow-up mechanisms, and debt recovery actions for defaulting tenants.
• Facilitating resolution of arrears related to former tenants, including coordination with debt collectors and preparation of recommendations for further action.
• Ensuring accurate billing of rent, service charges, utilities, and adherence to escalation clauses in lease agreements.
• Preparing timely rental income reports to support financial planning and reporting.
• Ensuring that all new leases and renewals are processed, executed, and submitted for registration within the stipulated timelines.
• Maintaining accurate and up-to-date tenant records, including space occupied, lease terms, invoicing status, and tenant location mapping.
• Coordinating quarterly tenant account reconciliations and ensure resolution of outstanding issues.
• Liaising with ICT and relevant departments to support automation, system enhancements, and accurate reporting within the tenant management system.
• Ensuring full compliance with lease administration policies, onboarding protocols, renewal procedures, and tenant exit processes.
• Supporting audit and risk management efforts by addressing findings related to property and lease management.
• Collaborating regularly with external property managers on lease compliance, maintenance issues, and occupancy trends.
• Monitoring compliance with controlled tenancy regulations and support legal follow-ups for ongoing cases.
• Participating in and promote training and professional development opportunities for staff in areas such as lease management, debt recovery, and tenant relations.
• Supporting continuous improvement initiatives to enhance operational efficiency, service delivery, and compliance.
• Encouraging knowledge sharing, mentorship, and teamwork within the portfolio management function.

Person Specification

• Bachelor’s degree in Land Economics, Real Estate, Finance, Business, or a related field from a recognized institution.
• Minimum of four 4 years of relevant experience in property or portfolio management, preferably within a financial institution or real estate context.
• Knowledge of the law governing property management.
• Demonstrated experience in lease administration, arrears recovery, and tenant relations.
• Proficiency in real estate management systems and Microsoft Office tools.
• Knowledge of controlled tenancy laws, lease registration, and rental policy frameworks.
• Strong interpersonal, negotiation, and communication skills.
• High level of integrity, results orientation, and attention to detail.
• Compliance with the requirements of Chapter Six 6 of the Constitution of Kenya.

Desirable Qualifications:

• Professional certifications in finance or related fields.
• Demonstrated ability to develop and implement strategic initiatives.
• Proven ability to implement operational efficiencies and drive system improvements.