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:
Will include, but not limited to:

• 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
• Capturing of all new lease agreements, lease renewals and lease corrections on
• SAP.
• Assist accounting services, (Credit control), by arranging payment and/or invoicing
• of rentals, adjustments, reconciliations, variance reporting and vendor/customer
• creation.
• Assist in compiling deviation reports and communicate. Implement preventative
• steps to prevent recurring.
• Keep, maintain and update detailed monthly status updates of own building
• classifications.
• Assist with compiling property related reporting schedules.
• 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:

• Grade 12 or relevant qualification equal to NQF level 4
• Additional Property related qualification of any NQF 5 or higher
• A Bachelor’s Degree in Finance, Property Management, Business or Accounting will be an advantage
• 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
• Knowledge of South Africa’s property industry, property markets and general administration/Accounting/Finance acumen.
• Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement
• ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures

Skills required:

• Typing, Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
• Telephone Skills
• Administration and organisational skills
• Presentation skills
• Interpersonal skills
• Negotiation skills, i.e. leasing or brokering
• Analytical/sound numeracy skills
• Competencies required: Communication (both verbal and written)
• Customer and quality focus
• Interpretation of legal contracts and negotiations
• Attention to detail
• Time management
• Methodical
• Problem solving
• Be able to handle stress in demanding situations
• Attention to deadlines
• Initiative
• Self confidence
• Assertiveness
• Impact and Influence
• Teamwork and co-operation
• Self-starter
• Integrity
• 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