Receptionist & Data Entry Assistant
Coral Property International Ltd
Admin & Office
Job Summary
We are looking for a well-organized and proactive Receptionist & Data Entry Assistant to join our team. This role is central to the smooth operation of our office and involves managing front desk activities, handling client interactions, supporting the management team, maintaining accurate property data across our platforms, and ensuring that all incoming leads are promptly captured and assigned to the appropriate team members for follow-up.
Job Description/Requirements
Job Title: Receptionist & Data Entry Assistant
Location: Nairobi
Employment Type: Full-Time
Job Level: To be specified
Minimum Qualification: To be specified
Reporting to: Director
Location: Nairobi
Salary Range: 30,000 gross
Key Responsibilities
Reception & Administrative Support
● Greet and receive visitors professionally, and promptly notify relevant staff of their arrival.
● Manage all incoming calls, emails, and physical mail, ensuring they are screened and directed appropriately.
● Record and communicate messages to the appropriate team members in a timely and organized manner.
● Provide general secretarial support including typing reports, drafting correspondence, and taking minutes during internal meetings.
● Maintain the meeting room calendar and staff movement diary to support smooth coordination of schedules.
● Oversee office presentation, manage stationery and supplies, and ensure general office upkeep.
Client & Lead Management
● Handle all client enquiries, both in-person and via phone/email, and route them efficiently to the relevant departments.
● Record client details and track communication history in the CRM/contact center database to ensure accurate lead follow-up.
● Assist in assigning leads to agents and follow up on their status where necessary.
Data Entry & Listings Management
● Accurately update property listings on the company website and third-party property portals.
● Add new listings, update existing ones, and remove expired or sold properties promptly.
● Verify all listing details and obtain approvals from agents or clients before publishing content.
● Maintain a clean and current digital database for property information and client communications.
Mail, Supplies & Facility Coordination
● Maintain accurate records of incoming and outgoing mail and oversee timely distribution.
● Supervise office cleaners and ensure that cleaning schedules are adhered to and office hygiene is maintained.
● Coordinate the replenishment of beverages and ensure that refreshments for meetings are served on time.
Other Responsibilities
● Support Directors with administrative tasks and documentation as required.
● Perform any other duties assigned by management to ensure the smooth running of office operations.
Ideal Candidate Profile
● Strong interpersonal and communication skills, with a professional and welcoming demeanor.
● Excellent organizational and time-management abilities.
● Attention to detail, especially in data entry and record-keeping.
● Comfortable using office software and basic property management systems.
● Able to handle multiple tasks efficiently in a fast-paced environment.
● Experience in real estate, customer service, or administrative support is an added advantage.
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