Lease Administrator
Excellerate JHI
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Job summary
Excellerate JHI is seeking a proactive Lease Administrator to join our Johannesburg team. You will support accurate administration of commercial lease agreements, new leases, renewals, amendments, tenant documentation and lease records to ensure compliance and timely processing.
You will liaise with tenants, landlords, legal professionals and internal stakeholders, maintain FICA-related documentation, and manage multiple leases with deadlines while upholding data integrity.
Qualifications
- Minimum Grade 12.
- At least 3 years' relevant experience in lease administration, property administration or a similar administrative environment.
- Experience in a client-facing environment and providing comprehensive administrative support.
- Practical knowledge of commercial leasing processes and supporting lease documentation.
Responsibilities
- Coordinate the administration and processing of new lease agreements.
- Capture and maintain lease information on relevant property management systems.
- Review documentation for completeness and ensure required supporting documentation has been received.
- Monitor outstanding documentation, approvals and conditions relating to new lease agreements.
- Monitor lease expiry dates and initiate renewal processes within required timeframes.
- Support the preparation and administration of lease renewals, addenda, amendments and related documentation.
- Maintain accurate records of amended lease terms and critical dates.
- Escalate incomplete, inconsistent or potentially non-compliant documentation in line with internal processes.
Skills
Education
Tools
Job description
We are a leading real estate services company that combines global standards with specialised local knowledge to deliver customised, high-performance solutions for our clients.
We advise property owners and occupiers across all aspects of their property strategies and support them in the development, acquisition, disposal, leasing, valuation and management of their assets.
Our commitment to quality, service excellence and deep property expertise sets us apart in the industry.
Be part of a forward-thinking culture that values entrepreneurial spirit, collaboration and high performance.
You will work alongside experienced property professionals, have access to strong industry resources, and be supported with opportunities for personal and professional growth.
At JHI, we value initiative, accountability and the contribution each person makes to our clients and our business.
We are looking for a proactive and detail-oriented Lease Administrator to join our team.
In this role, you will support the effective administration of commercial lease agreements, including new leases, renewals, amendments, tenant documentation and the maintenance of accurate lease records.
You will work closely with tenants, landlords, property teams, legal professionals and internal stakeholders to ensure that lease documentation is complete, accurate and processed within required timelines.
The role also plays an important part in ensuring that required tenant information and documentation are obtained and maintained in accordance with applicable Financial Intelligence Centre Act (FICA) requirements and internal compliance processes.
This role will suit someone who enjoys working with detail, manages deadlines well and is comfortable working with contractual, financial and compliance-related information.
Minimum Grade 12.
At least 3 years' relevant experience in lease administration, property administration or a similar administrative environment.
Experience in a client-facing environment and providing comprehensive administrative support.
Practical knowledge of commercial leasing processes and supporting lease documentation.
Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
Experience using property management or lease administration systems such as SAP, MDA or similar, including contract creation and maintenance.
Sound understanding of the financial components of commercial leases, including rentals, escalations, security deposits, operating costs, service charges and other lease-related recoveries.
Strong attention to detail and a high level of accuracy when working with contractual information, financial data and supporting documentation.
Strong administrative and organisational skills, with the ability to manage multiple leases, deadlines, documentation requirements and follow-ups simultaneously.
Ability to interpret lease documentation and identify key commercial terms, obligations, conditions and critical dates.
Professional written and verbal communication skills, with the ability to engage confidently with landlords, tenants, legal professionals and internal stakeholders.
Ability to maintain complete and accurate lease records, correspondence and supporting documentation in accordance with organisational, legal and document-retention requirements.
Ability to prioritise work effectively and follow matters through to completion.
Working knowledge of FICA requirements relevant to tenant onboarding, client due diligence and lease administration.
In this role, you will play an important part in supporting accurate, compliant and efficient lease administration across the portfolio.
Your key responsibilities will include:
Coordinate the administration and processing of new lease agreements.
Capture and maintain lease information accurately on relevant property management systems.
Review documentation for completeness and ensure required supporting documentation has been received.
Monitor outstanding documentation, approvals and conditions relating to new lease agreements.
Monitor lease expiry dates and initiate renewal processes within required timeframes.
Support the preparation and administration of lease renewals, addenda, amendments and related documentation.
Track outstanding approvals and documentation to ensure transactions are completed timeously.
Maintain accurate records of amended lease terms and critical dates.
Obtain, review and maintain tenant and client documentation required for FICA and internal compliance purposes.
Follow up on outstanding FICA documentation and ensure records remain complete and up to date.
Support applicable client due diligence and verification processes.
Escalate incomplete, inconsistent or potentially non-compliant documentation in line with internal processes.
Maintain appropriate records and supporting documentation for audit and compliance purposes.
Prepare lease-related correspondence, cover letters and supporting documentation.
Maintain organised, accurate and accessible electronic and/or physical tenant files.
Record and track key lease obligations, documentation and securities.
Monitor outstanding deposits, guarantees and other lease-related securities where applicable.
Ensure lease records and supporting information remain current and complete.
Capture and verify key financial terms contained in lease agreements.
Review information relating to rentals, escalations, deposits, operating costs, service charges and other recoveries.
Identify discrepancies between approved commercial terms, lease documentation and system information and escalated where required.
Support the maintenance of accurate lease and financial information on relevant systems.
Act as a professional point of contact for lease administration-related queries.
Liaise with tenants, landlords, legal professionals, property teams and other stakeholders to obtain outstanding information and resolve administrative queries.
Communicate clearly and professionally across email, telephone and in-person interactions.
Escalate matters appropriately where they fall outside the scope of the role or require specialist input.
Maintain accurate and up-to-date lease records and documentation.
Track critical dates, outstanding actions and documentation requirements.
Ensure documents are appropriately filed and retained in line with internal policies and applicable legal requirements.
Conduct regular checks to ensure information captured on systems corresponds with approved lease documentation.
You will be successful in this role if you are someone who:
Works accurately and consistently, even when managing high volumes of information.
Takes ownership of outstanding actions and follows matters through to completion.
Understands the importance of deadlines, compliance and accurate record keeping.
Is comfortable working with contractual and financial information.
Builds professional relationships with both internal and external stakeholders.
Identifies discrepancies early and takes appropriate action to resolve or escalated them.
Demonstrates discretion when working with confidential tenant and client information.
Join JHI and play an important role in supporting effective lease administration, strong governance and excellent client service across our property portfolio.
We are looking for someone who takes pride in accuracy, values strong relationships and enjoys contributing to a professional, high-performing property environment.
JHI is committed to striving for diversity and equitable representation in our workforce. Preference may therefore be given to suitably qualified candidates as identified in our Employment Equity Plan. Persons with disabilities are encouraged to apply.
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