About the position
Property Leasing Administrator (Retail Property Portfolio Leases and Contracts) required to support and participate in the Retail Operations Property Portfolio. The role is accountable for the delivery of detailed lease database capturing, reporting and communications to support governance, database and dashboard activities with detailed ownership of property related policies, procedures and templates to ensure compliance and viable commercial outcomes.
Requirements
- Retail Property experience
- Minimum of 3 years’ experience within the property sector playing a strong administrative role and engaging with landlords in a multi-stakeholder portfolio – essential
- Experience as lease or property administrator
- Active experience in building property related capacity including process, policy, procedure related template development and maintenance – highly beneficial.
- Microsoft Office Suite, particularly: Excel, Outlook, MS365 Sharepoint (advantageous), Word
- Contractual Law (advantageous)
- Excellent verbal, written and numerical skills.
- Matric required; Bachelor's degree in business or a related field is an advantage
- Strong organizational and time-management skills
- Excellent communication and interpersonal skills
- Ability to work independently and as part of a team
- Knowledge of local rental market
- Attention to detail and ability to multitask in a fast-paced environment
The duties and responsibilities of the Lease Administrator are listed below, however is not limited to:
- Maintenance of all lease documents, including lease agreements, lease amendments and lease renewals.
- Ensuring that lease documents comply with policies and procedures which have been established.
- Maintaining accurate, complete and up-to-date records for all lease documents and other important information.
- Managing client lease folders by creating folders per policies and standards, uploading all necessary information and archiving old client folders.
- Maintain a detailed understanding of all the clauses, terms and conditions as well as any addendums pertaining to lease agreements.
- Drafting new leases from signed client proposals, using the latest lease template ensuring that information is accurate, special comments are clearly documented as prescribed and are supported by written confirmation from directors.
- Circulate lease agreements for signature by the client, witnesses and client representatives.
- Maintain an intricate knowledge of the pricing structures throughout the organisation that relate to all products and services.
- Ensure that all tickets applicable to lease administration are managed and completed within service delivery time lines.
- Performing credit checks and consulting with the FM with regards to any negative credit history.
- Providing Ops team with feedback on credit checks, after consulting with FM if necessary.
- Instructing finance (via ticketing system) to invoice the client once fully signed leases are received and ensuring that all relevant information is included to enable finance to invoice accurately.
- Ensure that the Sales Analysis is accurate and up to date and reflects all existing office leases.
- Sending out lease renewal reminders within required timeframes.
- Compiling lease history and documentation for leases which are being handed over for collection.
- Advertise available units through various channels, such as online listings and local publications
- Conduct property tours for potential tenants and provide information on the property and its amenities
- Coordinate move-in and move-out processes, including conducting unit inspections and managing security deposits
- Communicate with tenants to address any questions or concerns they may have during the leasing process
- Collaborate with property managers and maintenance staff to ensure all units are in good condition and ready for move-in
- Stay up-to-date on local rental market trends and adjust rental rates accordingly
- Assist with other administrative tasks as needed
Desired Skills:
- Administration
- Lease Administration
- Leasing
- Legal
- Management
- Paralegal Support
- Property Administration
