Leasing & Office Administrator (Highveld Mall)

POSITION PURPOSE

Responsible for a variety of office clerical duties and support functions as well as lease administration as assigned. Keeps tenant records, deposit and lease fees accounts accurate and current. Completes related reports, summaries, and records.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the effective performance of all assigned clerical and office functions.

a. General Office Administration

b. Uploading documents onto BOL

c. Uploading turnovers on BOL (where applicable)

d. Assists with special projects as assigned

e. Overseeing and controlling the filing of original leases and other lease documentation

2. Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:

a. Terminates tenant accounts on instruction and notifies departments

b. Captures journal entries:

• Lease Fees & Deposits & appropriation of deposits.

c. Advises meter readers of changes

d. Arrange invoices for tenants paying deposits/rental in advance

e. Upload all relevant documents to B# & send original lease for archiving

f. Electricity & Water Adjustments – Notifies utility company (meter readers) of tenant movements

g. Send tenant copies of signed lease & offer

h. Credit rating procedure

i. FICA documentation collection, checking and renewal

3. Assumes responsibility for other assigned lease administration functions, including:

a. Drafts and prepares offer to leases and leases.

b. Keeps register of all lease movements. Responsible for lease conclusion, reconciliation and filing.

c. Captures and Processes lease agreements via owners approval form

d. Captures and Processes lease cessions

e. Prepares, cancels and amends Lease agreements, Addenda, Renewals and Suretyships

f. Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly.

g. Reconciliation of deposit account. Adhering to assigned deadlines & timelines as required

h. Ensuring all processes in terms of lease tracking are adhered to.

i. Tenant communication, negotiations and consultations.

4. Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.

a. Maintains regular contact with other departments to obtain information and/or to correct transactions (eg: Liaise with Debtors Administrator on tenant movements or accountants on rent variances)

b. Assists Management as needed with data collection, collation and presentation.

c. Keeps management informed of area activities and of any significant problems.

d. Attends and participates in management meetings.

5. Assumes responsibility for related duties as required or assigned.

a. Completes special projects as assigned eg. Lease reversion schedules, footcounts, report compilation (including graphs & graphics).

b. Any other duties related to loading and processing of new leases, lease renewals & administration thereof

c. Update & maintain lease audits

d. Update & maintain building lease profiles

e. Create, collate and upload monthly leasing reports for management packs

f. Prepare monthly executive summary for reporting to Asset Manager and/or Leasing Manager

PERFORMANCE MEASUREMENTS

1. Lease documents, records, and reports are accurate, current, and timely.

2. Good working relations exist with Company personnel as well as Landlord.

3. Good communication and coordination exist with Asset Manager and/or Leasing Manager.

4. Provides assistance as and when required.

5. Management is appropriately informed of area activities.

6. Lease administration is completed in accordance with established standards, policies, and procedures.

EDUCATION/CERTIFICATION:

Senior Certificate (Matric)

Good understanding of “Legal Leases”

Basic understanding of accounting practices

REQUIRED KNOWLEDGE:

MS Office (Strong Excel skills essential)

EXPERIENCE REQUIRED:

5 years’ relevant experience in lease administration, leasing and finance

FUNDAMENTAL COMPETENCIES:

Personal competencies: Approachable and presentable at all times

Punctual and reliable

Results orientated

Stress tolerant

Sound judgement

Excellent telephone etiquette

Well organized and detail oriented

Intellectual competencies: Good maths skills

Good accounting skills