Leasing Administrator

Colonial Group; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Colonial Group is seeking a Lease Administrator to join the Property & Leasing team in Melbourne. You will coordinate lease documentation post-agreement, monitor execution, and maintain lease terms for the life of each lease.

Reporting to the Head of Lease Administration, you will liaise daily with landlords and the operations team, manage Lease Eagle databases, and support negotiations with external lawyers where needed.

Qualifications

• Strong written and verbal communication abilities.
• Experience implementing processes improvements in lease administration.
• Excellent time management with ability to multitask and meet deadlines.
• Proficient in Microsoft Office; Excel expertise is a plus.
• Ability to build strong, effective relationships with internal teams and landlords.

Responsibilities

• Announce new stores and relocations to the Business.
• Set up new stores on Lease Eagle from new store sheet, including charges and clauses.
• Monitor and track leases to execution and update Lease Eagle database.
• Set up and maintain property databases including Lease Eagle, files, leases, spreadsheets and Smartsheet.
• Run handover reports and review weekly with Store Development Team.
• Assist Head of Lease Administration and external lawyer with lease negotiation and finalisation.
• Coordinate execution for storage licence agreements and maintain audit register.
• Liaise with Operations to ensure shopfitter and landlord defects are completed and payment conditions met.
• Arrange insurance certificates for new stores with insurer.
• Attend new store opening meetings and take minutes for the property team.

Skills

Communication

Time management

MS Office

Excel

Relationship building

Make It Happen attitude

Tools

Lease Eagle

Job description

About the Role:

We have an exciting role available for a Lease Administrator to join our Property & Leasing team. Reporting to the Head of Lease Administration, you will be responsible for the co-ordination and management of the lease documentation process following agreement, which includes monitoring, ensuring correct execution, recording all information, and ensuring lease terms and conditions are maintained for the life of the lease.

Your key responsibilities will include:

• Announce new stores and relocations to the Business
• Set up new stores on Lease Eagle data base – from new store sheet, including charges and clauses
• Monitor and track leases to execution and update Lease Eagle database
• Set up and maintain all property databases, including Lease Eagle, property files, leases, spreadsheets and Smartsheet.
• Run Handover reports and review weekly with Store Development Team
• Assisting the Head of Lease Administration and external lawyer with the negotiation and finalisation of leases where required
• Co-ordinate execution for all storage licence agreements and upkeep register of all storage units and perform annual audit
• Liaise with Operations team to ensure all shopfitter and Landlord defects have been completed and all conditions of payment fulfilled
• Arrange insurance certificates for new stores with our insurer
• Assist Head of Lease Administration, Property Analyst, GM Property and Leasing Team where required
• Liaise with Landlords on a daily basis and build relationships with them
• Attend new store opening meetings and take minutes to share with the property team

To succeed in this role, you will need to have the following:

• Strong communication skills, both written and verbal
• Strategic thinking with experience in implementing processes improvements and efficiencies within a lease administration role
• Excellent time management skills - handle multiple tasks simultaneously, with the ability to prioritise and meet deadlines
• Intermediate Microsoft Office Suite
• Intermediate computer skills including Microsoft Excel
• Ability to build strong and effective relationships
• Affiliation with Accent Group Core values and “Make It Happen” attitude.