About the position
The purpose of this job is:
- To oversee the administration and integration of leasing functions in order to ensure improvement of the performance of tenants, tenancy and leasing operations for the purpose of actualizing target rental income, budget and planned occupancy levels.
- Maintain property rentals by advertising and filling vacancies; negotiating and enforcing leases; maintaining and securing premises
Primary Duties and Responsibilities
Job Requirements:
- Vacancy schedules to be distributed to Brokers
- Show vacancies to prospective tenants and update letting activity report.
- Meet and negotiate with potential retailers or tenants to secure the deals and submit offers.
- Acquisition of new tenants Building up and maintaining good relations with current and potential tenants and lease agents.
- Arrange for specialty leasing within the building and/or, temporary lease in the common areas.
- Maintain data base for prospects and maintain and update the mall potential clients list (Waiting List).
- Preparation and maintaining of all necessary documents for Contracts, Amendments, Lease Summaries, Cover sheets and offers.
- Liaise with tenants including resolution of tenants and lease queries
- Execute comparative surveys as requested to ensure competitive market pricing.
- Assist in preparing and adherence of annual Budget for Leasing.
- Conceptualize, develop and create strategies, policies, projects and procedures that will increase, improve, and maximize tenant occupancy of the centre
- Review, analyze, propose and advise management and tenants on product/service mix concepts, construction requirements and compliance to contractual obligations.
- Achieve tenant satisfaction within the limits and conditions provided by the building management and other related regulations, company policies and procedures, convention and practices that have been established.
- Submit Budget to RPM timeously – Annually.
- Ensure Rolling Budget updated with accurate forecasting – Monthly.
- Valuation Budget – Midyear.
- Budget preparation within allocated time frame.
- Resolve leasing queries from Landlords
- Ensure that final approved budgeted is uploaded onto the system.
- Assist with Building Entry/Exit Inspection report with PSM.
- Update vacancy information on a monthly basis
- Liaise with brokers to determine market rental, trends and vacant space
- Negotiate new leases
- Effect all correspondence pertaining to leasing i.e. offer to rent, lease agreement, tenant documentation, deposits, etc.
- Motivate tenant installation cost, if approved ensure TI is completed timeously, the premises are handed over and that the tenant takes occupation as per lease date
- Ensure that the lease documentation is loaded correctly and timeously to prevent loss of income
- Negotiate renewals at Market Rates six months prior to expiry date
- Compiling annual budgets and updating working budgets
- In conjunction with PM, Report monthly on all aspects of Property Management i.e. vacancies, renewals, financial variances.
- Update Property detail on a regular basis
- Motivate rent reductions and account adjustments to RPM and AM
- Check monthly income statements and explain all queries raised by Asset Managers pertaining to leasing.
- Effect regular lease audits to ensure system information versus lease documentation is correct.
- Collate reports and information as required by Regional Manager, Head of Property Management and Asset Managers
- General office duties i.e. updating tenant files, memos, correspondence, file notes, filing, etc.
- Compile and distribute house rules per building to all tenants
- In conjunction with PM, do Arrears follow up with PA’s and tenants.
Important Characteristics
- Excellent communication and interpersonal skills.
- Strong negotiations and Leasing skills.
- Dynamic and enthusiastic
- The ability to interact professionally with tenants
- Competent time management skills
- Professional attitude and capability and personal initiative
- Be deadline driven
Skills Essential to the Role – Technical
- Grade 12 (Matric), Relevant Diploma or Degree
- Minimum of 7 to 10 years in a relevant field and which at least 3 years must have been spent in a Leasing position. (Commercial, Retail, Office Park & Industrial experience is an advantage).
- Strong Proficiency in relevant computer packages (MS Office) and software packages
- Excellent attention to detail and numerate accuracy
Desired Skills:
- Property Management
- Lease Agreements
- Budgeting
