Lease Administrator

SUMMARY:
Provide general administrative support to a department or group of professionals. Work is performed under general supervision and requires independence and discretion. Research a wide variety of information requests and prepare and analyse trends and status reports, drawing data from a variety of sources within and outside the department. Route or answer routine correspondence and maintain confidential department records and files. Assist in the formulation of the department budget, business planning, and related planning functions, with contact with customers, suppliers or employees outside the immediate work area. Support and assist the leasing department with all leasing-related functions and perform other administrative functions within the division.

POSITION INFO:
Duties:

• Financial Administration
• Offers are timeously prepared and issued to tenants.
• Capture all information relating to all lease agreements promptly and accurately on the property system:
• Increases in rentals
• Termination dates
• Ensure all write-off, reversals, admin fee and tenant deposits are captured accurately and in accordance with the company policies
• Income & Operating costs
• Adjustments are effected where appropriate
• Assist in support of the turn over rental audit project with auditors as and when required.
• Lease Administration
• Create and maintain tenant files and ensure that all information on tenant files are kept up to date.
• Take responsibility for the issuing and obtaining of the completed tenant application forms and relevant FICA, timeously, and filed according.
• Assist Leasing / Property Manager in the drawing up of flysheets, lease cancellation, agreements etc. Maintain a register of building inspections relating to vacating tenants.
• Maintain a record of renewals and new deals inprogress, and any other leasing activities
• Lease application forms completed.
• FICA documents are collected from tenants and compiled to be distributed for vetting.
• Lease renewals
• Operating costs
• Capture monthly recoveries timeously
• Reconcile between lease data and tenants, building and financial information as and when required
• Are correctly charged and accounted for
• Ensure that where the tenant is required to pay for expenditure incurred by the landlord, that the proper documentation is completed and that the amounts are recovered in accordance with the lease agreement (this includes vacated tenants)
• Ensure that financial month, year-end procedures and timetable, as it relates to the building are implemented accurately and promptly.
• Maintain a record of renewals in progress, leasing activities and risk associated with the renewal pipeline.
• Assist leasing / Property Manager in tenant liaising, including dealing with tenant queries and disputes, and ensure the resolution thereof.
• Request credit checks, and identify and communicate any items of risk.
• Ensure integrity of the system generated vacancy schedule for the building / center.
• Lease Analysis Mandate approved by landlord

• Diploma in Administration Legal Secretarial qualification (advantageous) Bachelor's degree in business, real estate, property management, or a related field (preferred).
• 3 years to 6 years)
• Previous experience in property management or leasing administration.
• Strong knowledge of real estate laws and regulations.
• Excellent communication and customer service skills.
• Proficiency in property management software and Microsoft Office Suite.

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