Lease Administrator

About the position

Lease Documentation

• Typing of lease documentation/ agreements ensuring accuracy and attention to detail is met.
• Update lease register daily.
• To bind original lease and annexures.
• To distribute and monitor signature of lease agreements.
• Ensure accuracy and completeness of tenant file according to tenant file criteria check.
• Ensure accuracy and completeness of drafting request according to signed audit checklist.
• Ensure Lease documents comply with Legal requirements, including but not limited to format, clause changes etc. Refer if needed.
• Generate and compile lease agreements in accordance with the lease input forms/signed offer.
• Ensure information and data captured from lease input forms/signed offer is accurate and comprehensive.
• Ensure data captured on PIMS correspond with lease document.

Processing & Distribution

• Distribute and monitor signatures of lease agreements.
• To ensure that commission claims are submitted with the agreements of lease and are processed and forwarded to Property Administrators.

Lease Administration

• Prepare, manage, and maintain documentation for Contracts, Addenda, Lease Input Summaries, Cover sheets, and Offers to Lease.
• Ensure that the Offer to Lease is correctly signed by both the tenant and the landlord's authorised representative.
• Conduct credit checks & extended FICA checks to verify tenant creditworthiness, including Credex score.
• Perform Windeed searches to obtain updated company documentation and assess whether the tenant has sufficient assets for surety.
• Ensure all prospective tenants are fully compliant and meet creditworthiness requirements.
• Verify accuracy and completeness of all FICA documents submitted.
• Manage the renewal process, ensuring renewals are initiated 6-18 months in advance.
• Verify all billing information on renewal deals-including GLA, parking, and other items-by reviewing the Tenancy Schedule, Lease Profile Report, and current lease to ensure accuracy.
• Confirm deposit amounts held with Property Administration and Finance, reviewing transaction history when required.
• Ensure floor plans align with PIMS to confirm accurate area allocation.
• Ensure Property team adhere to company policies, rules, and procedures without deviation.
• Ensure all commission claims accompanied by signed lease agreements are submitted.
• Ensure the commission claims submitted comply with the management agreement.
• Update and maintain the lease register on a daily basis.
• Ensure lease audit checklist is complied with and completed accurately
• Update spreadsheets of all Leases & Offers issued to Property Managers and Property Administrators.
• Ensure all deal tracking is accurately maintained on the Teams Tracking System.

Lease Securities

• To ensure that leases are recorded and secured within fireproof safe.
• Record and ensure accurate storage and security of original documentation.
• Maintain a register of bank guarantees and monitor the expiry thereof.

General

• Ensure compliance with company procedures in accordance with the functions, as amended from time to time.
• Perform all and any other duties as reasonably required from time to time.
• Ensure compliance with company procedures in accordance with the flowcharts as amended from time to time.

QUALIFICATIONS AND EXPERIENCE
Qualifications

• Matric
• Degree/Diploma in Property Studies and/or related Studies

Experience

• Min 1 years' property experience
• Minimum 2 - 4 years' experience in a research role
• Strong Proficiency in relevant computer packages (MS Office) and software packages (PIMS)
• TPN

IMPORTANT CHARACTERISTICS

• Very strong communication skills
• Excellent attention to detail and numerate accuracy
• Innovative thinking and ability to follow process
• Dynamic and enthusiastic
• The ability to interact professionally with individuals at all levels of staff
• Competent time management skills
• Professional attitude and capability and personal initiative
• Be deadline driven

Desired Skills:

• Excel
• Word
• MS

Desired Work Experience:

• 2 to 5 years

Desired Qualification Level:

• Degree