Lease Administrator (Retail Shopping Centre)

Who we are

We are a leading real estate services company that combines global standards with specialised local knowledge to create customisable high-performance solutions for our clients. We advise property owners and occupiers on every aspect of their property strategies and assist them in the development, buying, selling, leasing, valuing and management of their assets. Our dedication to quality and excellence sets us apart in the industry.

Why choose us

Be part of a forward-thinking culture that values entrepreneurial spirit and celebrates your best work. Collaborate with talented property professionals, leverage unparalleled resources, and enjoy opportunities for both personal and professional growth. At JHI, your contributions are encouraged and celebrated, ensuring a rewarding journey as you advance in your career.

About the role

In this role, you will play a crucial part in supporting our property management functions. Your primary responsibilities will include the administration of Agreements of Lease and the creation and management of all associated contracts. You will ensure the integrity of critical data related to both buildings and tenants, and maintain strong, long-term relationships with tenants.

What you will bring

• Minimum Grade 12 with Accountancy as subject.
• At least 2 years of experience in a similar role within a property management environment, demonstrating practical expertise in the field.
• Proficient typing abilities for efficient document handling.
• Advanced skills in MS Office, and property contract creation systems, example SAP or MDA.
• Strong organizational and administrative capabilities.
• Clear and effective verbal and written communication.
• Familiarity with relevant legal and regulatory requirements, including FICA and POPIA and other applicable data protection laws, to ensure compliance in all administrative tasks.
• Understanding of financial principles and practices related to commission calculations, turnover reports, and invoice processing.
• Skilled in preparing and reviewing various types of documentation, including lease agreements, cession documents, and commission claims, and producing accurate reports.

What you will be doing

Lease Administration:

New Deals: Oversee contract creation, coordinate with brokers and the FIC Department, prepare commission calculations and lease packs, and manage cession and cancellation agreements.

Renewals: Initiate and manage lease renewal processes, liaise with tenants, conduct credit vetting, prepare KYC risk ratings, and handle deposits and additional FICA documents.

• Tenant Administration: Update tenant data on MDA, manage cover letters and tenant files, track and load monthly turnover figures, handle tenant queries, and prepare various lease-related documents and reports.
• Data Integrity: Ensure completeness and accuracy of lease documentation, including contracts, sureties, bank guarantees, and FICA documents. Maintain document tracking, process adjustments, and manage tenant vacating procedures.
• Tenant and Public Liaison: Coordinate with meter reading companies, address tenant account and invoice queries, validate and process broker invoices, and respond to audit queries. Handle bank guarantees and ensure timely payments.
• Internal Liaison: Communicate with internal staff on tenant issues, facilitate key handovers and pre-reinstatement inspections, and assist with space management and municipal bill processing.

In this role, you will be integral to maintaining efficient lease administration, ensuring data accuracy, and fostering strong tenant and internal relationships.