Retail Lease Coordinator

The Leasing Administrator will be responsible for the preparation, finalization and administrative management of all Retail Lease Agreements, Addenda, Cessions, Temporary Agreements and other related documentation.

Job Description

The following objectives are relevant to this job:

Preparation and Management of Documentation

• The preparation, finalization and administrative management of all Retail Lease Agreements, Addenda, Cessions, Temporary Agreements and other related documentation.
• Prepare documentation for rental billing process and ensure accuracy and completion.
• Communicate rental billing information to the relevant parties.
• Preparation of internal documentation for the Landlord and the Tenant for signature.
• In collaboration with the Legal Department and/or Leasing Manager, amend and negotiate the relevant leasing clauses and other legal matters pertaining to the lease.
• Identifies all lease terms that have been amended and makes recommendations as to whether these are deemed acceptable or not.
• Responsible for ensuring all leases are received back timeously and within the timeframe provided for in the lease in order to meet Landlord obligations.
• In collaboration with the Legal Department, make recommendations regarding all related documentation for leasing purposes.
• Ensures a good understanding of the different number of Securities the landlord accepts.
• Responsible for ensuring all deposits and bank guarantees are collected within the timeframe provided for in the offer to Lease to meet landlord obligations.

Management of Unsigned Lease Report

• Compiles and analyses the monthly outstanding Lease Report for the retail leasing Manager and makes recommendations regarding any issues that arise in the process of finalising the documentation.

Document Management System (SPLASH)

• Responsible for and manages the timeous loading of documentation to ensure the smooth flow of documentation into the rest of the business.
• Ensure that Property Management is informed and updated with regards to outstanding documentation on security.

Administrative Support for the Team

• Liaises with and supports the retail Leasing team to ensure all Agreements are finalised as per the approved Terms and Conditions.
• Liaises with and supports the other administrative teams within the organisations such as finance, legal and property management as may be required to ensure greater efficiency and improved output from retail leasing and into the business.

Customer Service

• Responsible for communication/documentation/motivations and reporting with both internal and external stakeholders as is applicable in a professional and expeditious manner.
• Is responsible to ensure that the contractual obligations agreed on behalf of the landlord are well executed, complete and accurate.

Job Requirements

Educational Requirements:

• Diploma in Business Administration.

Knowledge Requirements:

• Contracts.

Skills Requirements:

• Basic Financial Skill.
• Written and Verbal Communication.
• Multi-tasking.
• Time-management.
• Planning and prioritizing.
• Detail oriented.
• Customer Service.
• Computer Literacy (Advanced level) MS Suite.

Required Experience:

• 4-5 Years' relevant experience in a Retail Leasing Administration role.