Lease Administrator

Job Description

The Lease Administrator is accountable for all lease and renewal administration as well as helping the Property Acquisition Manager deal with maintenance related matters within their region. Overseeing renewals and ensuring that renewals are handled timeously, lease vetting and assisting the Property Acquisition Manager with following up and concluding lease agreements, to build and maintain relations with Landlords as well as other general administration as may be required.

Minimum Requirements

• Matric
• Driver’s License and own vehicle
• 3 years’ relevant experience, including dealing with Landlords / Retailers and comprehensive administrative support

Knowledge;

• Knowledge of property law/ contractual law (Intermediate)
• Knowledge of lease agreements (Intermediate)
• Administrative skills (Advanced)
• Knowledge of Microsoft office (Advanced)
• Knowledge of lease managements systems (Intermediate)
• Financial acumen skills (Intermediate)

Duties and Responsibilities

Lease Administration and Information Management

• Manage the lease administration process for new, existing and lease agreement renewals
• Verify when lease agreements are due to expire, consulting with Property Acquisition Manager to renew as required or exercise suitable options where appropriate
• In conjunction with Property Managers, manage the lease agreement process for new approved sites
• Vet all lease agreements and highlight any potentially contentious clauses
• Negotiate and discuss any contentious terms relating to the conditions of the lease to limit liabilities and exposure to risk
• Follow up on all outstanding lease documentation
• Finalise the terms of the lease agreement and prepare lease documentation in terms of Nando’s policies and processes
• Submit lease documentation to the GM: Property Acquisitions for approval and signature
• Work with Property Managers and the Design and Development department to collect, collate and prepare all relevant property information for council approval submissions for lease renewals for revamps
• Provide general support with regards to Property Committee presentations and subsequent communication to landlords
• Prepare and manage financial comparison reports for lease renewals

Lease Management System Administration

• Maintain and update the electronic lease management system and manage integrity of data
• Load and update all commercial terms and documents
• Data verification and review and management of data validity and accuracy
• Collect and collate information from various stakeholders and prepare reports as required

Lease Audit and Reporting

• Conduct regular lease audits and source verifications on lease documentation and loads these onto the electronic lease management system
• Review and plan renewals as per the lease renewal schedule and initiate
• Compile reports on status of renewals and tracking against the budget for renewal costs
• Prepare an updated property budget progress report for the GM: Property Acquisitions monthly
• Provide information with regards to lease conditions and terms across the business as per requests
• Monitor changes being made on sites and advise if in line with the terms of the lease proactivity

Stakeholder and Relationship Management

• Act as the liaison between the landlord and Nando’s to ensure effective resolution of any problems in conjunction with Property Managers
• Escalate and resolve queries from the Casa regarding maintenance issues
• Provide lease conditions for major maintenance jobs as and when required
• Address and resolve any financial queries arising between the landlords and the Finance department