Lease Administrator

Position title: LEASE ADMINISTRATOR

Position reports to: LEASE CONTROLLER

Business Unit: PORTFOLIO SERVICES

Main purpose / objective of the position: To establish and maintain effective support services for the property management functions of the portfolio, primarily the administration of Lease Agreements.

To effectively manage the portfolio on a Regional Basis, the objectives being the reduction of rental expenditure and accurate recording of lease terms.

Operational Deliverables:

1. Attend to leasing and lease renewals, rent reviews, negotiations and documentation relating to obtaining approvals and acceptance of leases, facilitating the signing of lease agreements.
2. Capturing of all new lease agreements, lease renewals and lease corrections on SAP.
3. Assist accounting services (Credit control) by arranging payment and/or invoicing of rentals, adjustments, reconciliations, variance reporting and vendor/customer creation.
4. Assist in compiling deviation reports and communicate.
5. Implement preventative steps to prevent recurring issues.
6. Keep, maintain and update detailed monthly status updates of own building classifications.
7. Assist with compiling property related reporting schedules.
8. Actively maintain a reminder system to ensure finalisation of all matters pertaining to lease administration.

Decision making authority: Works within the broad framework of existing policies and guidelines, as amended from time to time. Required to work strictly within prescribed rules, routines & standards.

Experience / Education / Knowledge:

1. Grade 12 or relevant qualification equal to NQF level 4.
2. Additional Property related qualification of any NQF 5 or higher.
3. A Bachelor's Degree in Finance, Property Management, Business or Accounting will be an advantage.
4. At least 3-5 years relevant experience in Property Management / Administration, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services.
5. Knowledge of South Africa's property industry, property markets and general administration / Accounting / Finance acumen.
6. Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement.
7. ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures.

Skills required:

1. Typing
2. Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
3. Telephone Skills
4. Administration and organisational skills
5. Presentation skills
6. Interpersonal skills
7. Negotiation skills, i.e. leasing or brokering
8. Analytical / sound numeracy skills

Competencies required:

1. Communication (both verbal and written)
2. Customer and quality focus
3. Interpretation of legal contracts and negotiations
4. Attention to detail
5. Time management
6. Methodical
7. Problem solving
8. Ability to handle stress in demanding situations
9. Attention to deadlines
10. Initiative
11. Self-confidence
12. Assertiveness
13. Impact and Influence
14. Teamwork and co-operation
15. Self-starter
16. Integrity
17. Diligent

Major drivers of work volume: Number of leases and profile of portfolio.

Interface / relationships with:

Internal: IT, Leasing Manager, Controllers and Administrators;

External: Landlords, Clients.