Facility Lease Administrator

DFA; Pretoria; On-site; ZAR 300 000 - 450 000; Full time

Job summary

A leading company in South Africa is seeking a dedicated individual to manage facility lease payments and associated administration. The role involves processing invoices, managing contracts, and ensuring data accuracy. The ideal candidate will support the finance department and contribute to efficient office management.

Qualifications

• Experience in invoice processing and facility management.
• Knowledge of contract administration and data management.

Responsibilities

• Manage invoice processing and follow up with landlords.
• Capture and audit lease information in the internal system.
• Prepare reports and manage departmental administration.

Skills

Invoice Processing

Data Accuracy

Administration

Job description

Main Purpose

To manage DFA Facility Lease Payments and associated administration.

Accountabilities & Responsibilities (key Performance Areas & Tasks)

Manage Invoice Processing

• Gather monthly invoices for payment
• Follow-up with Landlords if invoices are not received
• Check accuracy of invoice details for the respective landlords
• Create Purchase Orders for invoices
• Get invoice approved for payment
• Submit invoice to finance department for payment according to the payment schedule
• Confirm that payment was processed

Process Lease Information

• Gather signed contracts from DFA Legal department
• Load contracts onto the DFA M-Drive
• Capture contract information onto the internal system
• Audit data accuracy annually
• Update data changes in the system

Create Requisitions & Purchase Orders

• Gather quotations
• Check the validity of quotes
• Create requisition orders
• Track and follow up on requisition process
• Generate Purchase Orders

General Administration / Office Management

• Manage meetings and travel arrangements for NAS department
• Prepare reports and presentations for management
• Develop and maintain an organized filing system
• Provide support to visiting customers / NAS stakeholders

Track and Report on Actuals versus Budgets

• Perform monthly payment due reports
• Reconcile Purchase Orders with Capex, Opex, and Cost of Sales Budgets
• Identify and flag potential overspends beyond thresholds
• Analyze scope changes and their impact on the NAS Budget

Miscellaneous

• Perform other work-related duties as assigned by management