About the position
Provide assistance to the Executive Head (EH) and Divisional Managers in managing a portfolio of property leases.
- Assistance with preparation, drafting and submission of letters and other correspondence to clients, landlords and tenants (e.g. Letters of notice of renewal intention, Letters of notice of expiry etc.)
- Drafting and submission of schedules and/or update reports on current lease renewals taking place and upcoming lease renewals on behalf of clients to the EH
- Drafting, formatting and compiling monthly internal department update/progress report, together with input from EH
- Updating budgets and expected divisional income in line with client portfolio
- Attendance of meetings with Landlords with, or on behalf of, client
- Calculation of commissions/fees earned for services rendered by department
- Updating of comments to Debtors List and following up on payment of invoices with clients
- Application and submission of invoices to clients/Landlords for work done by the department
- All other general facilitating and assistance to EH / department
- Pro-active tracking of leases within client’s portfolio, in anticipation of expiry
- Keeping all lease-related information, documents and records, on behalf of clients
- Continual updating of all records as property details change
- Document organising and filing
- Assistance to EH in preparation of presentations to clients
- Compiling of reports / presentations, including graphic illustrations collating findings, regarding existing or new premises (to be used towards client’s decision)
- Analysis and comparison of client’s current rental commitments against other possible options (e.g., Relocation vs. Renewal; including Net Present Value rental calculations, where relevant)
Lease Management – Portfolio of leases
- Daily client/landlord liaison
- Preparation of Market Research Reports (current and market rentals, escalations, market conditions, grading of buildings, office vacancies, general location analysis etc)
- Recommendation to client on a way-forward, based on findings and client-specific requirements/needs/mandate
- Direct liaison with landlords on behalf of the client
- Constant advisory to clients on lease terms, market norms (or standard practice), current and/or market rentals
- Drafting and submission of leases, addendums, letters/notices, recommendations, offers to lease/sale/renew/terminate
- Ensuring that all lease-related agreements and documents signed and entered into by client are correct and in their best interests
- Document organising and filing
Property Experience
- The candidate should have extensive commercial property experience including but not limited to:
o Lease negotiation (New and Renewals)
o Property Procurement processes
o Property Law
o Property finance principles
o Property Valuation methods
Reporting
- Strong business communication skills
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
- Ability to determine informational needs, to collect and analyse information, and to devise and develop statistical analyses and reports
- Ability to design and present informational programs and presentations, based on assessed needs
General
- Ability to carry out general administrative duties relating to the division
- Ability to prepare a budget and manage invoicing
- Valid driver’s licence
- Own reliable transport
Qualifications
- Matric (Must)
- Relevant Bachelor’s degree or diploma
Experience
- 3 or more years’ experience in similar role
Desired Skills:
- Leasing Negotiation
- Client Liaison
- Property finance administration
- Landlord Liaison
- Property procurement processes
- Commercial Property
