Lease Administrator - Cresta Shopping Centre

Mowana Properties; Johannesburg; On-site; ZAR 180,000 - 240,000; Full time

Job summary

The Pareto Group is seeking a Lease Administration and Financial Administration support specialist to handle accurate capture of lease data on the PMS, preparation of lease documents, and management of tenant FICA and credit documentation. The role emphasizes data accuracy, policy compliance and collaboration with the leasing team to meet objectives.

You will maintain tenant records, coordinate monthly recoveries, and support billing and reconciliations across departments, ensuring timely

Qualifications

• Matric is required.
• Legal secretarial qualification will be advantageous.
• 3 - 5 years' experience in a related property management environment.

Responsibilities

• Capture all lease information accurately on the Property Management System (PMS).
• Manage renewals, increases, operating costs, turnover information and correct classifications.
• Prepare lease documentation in line with approved deal terms.
• Collect and verify tenant FICA and credit documentation.
• Maintain complete and up-to-date tenant records to ensure data integrity and compliance.
• Coordinate with other departments on billing, renewals and reporting.

Education

Matric

Legal secretarial qualification

Job description

Provide accurate and timely lease administration and financial administration support to the centralised leasing division. Responsible for the correct and prompt capture of all lease-related information on the Property Management System, the drafting of lease documentation in line with approved deal terms, the collection of tenant FICA and credit documentation, and the maintenance of complete and up-to-date tenant records, so as to safeguard data integrity, ensure compliance with company policies and the lease agreement, and support the leasing team in achieving its objectives.

• Capture all information relating to all lease agreements promptly and accurately on the property system:
• Lease renewals
• Increases in rentals
• Operating costs
• Turnover information and correct retail classifications and financial year end of tenants.
• New Leases
• Cessions
• Lease cancellations
• Capture monthly recoveries timeously
• Terminate tenant accounts on instructions and notify other departments on time.
• Capture instructions to stop the billing in the event of litigation, as instructed by the collections department and asset management.
• Ensure all admin fees, and tenant deposits (specify if it's cash or Bank Guarantee) are captured accurately and in accordance with the company policies.
• Update comments on Deposit schedules monthly.
• Reconcile between lease data and tenants, building and financial information as and when required
• Income & Operating costs:
• Are correctly charged and accounted for and
• Memos for adjustments are effected where appropriate and provided timeously to the billing department.
• Ensure that where the tenant is required to pay for expenditure incurred by the landlord, the proper documentation is completed and that the amounts are recovered in accordance with the lease agreement (this includes vacated tenants) – documentation provided timeously to the relevant departments.

Lease Administration

• Create tenant files and ensure that all information on tenant files is kept up to date. The PMS system reflects accurate suite information as per QS certificate and building floor plan, e.g. Area certificate, COC.
• Keep record of updated building floor plans updated bi- annually.
• Take responsibility for the issuing and obtaining of the completed tenant application forms and relevant FICA, timeously, and filed according.
• Request credit checks and identify and communicate any items of risk.
• Assist Leasing / General Manager in the drawing up of lease cancellation, agreements etc. Maintain a register of building inspections relating to vacating tenants.
• Ensure integrity of the system generated vacancy schedule for the building / centre.
• Maintain a record of renewals in progress, leasing activities and risk associated with the renewal pipeline.
• Maintain a record of renewals and new deals in progress, and any other leasing activities.
• Advise meter readers of new/ vacating, relocating, downsizing & or upsizing tenants, changes in legal entity and tenant codes.
• Ensure that Lease agreements, cessions, Addendums, cancellation agreements etc.as per the approved terms agreed between the Landlord and tenant are accurately drafted.
• Collect and check all FICA documents and prepare them for vetting submission; liaise with tenants regarding any omitted or additional documentation required or any risk identified by the Landlord and communicate any approved risk mitigation strategy.
• Work with related departments to ensure proper coding of lease agreements.
• Ensure the Property Management system accurately reflects the status of all leases in the centre (e.g. expired, vacated, monthly or unsigned leases) to allow for accurate reporting.
• Communicate to all departments in the property management team changes to the tenant directory.

Adhoc Duties

• Perform administrative duties in support of the team (responsible for the follow-up of outstanding lease documentation, liaising with renewing tenants in terms of outstanding offer to leases.)
• Ensure that the policies and procedures laid down by management are followed accurately at all times.
• Filing in a logical and organised manner.
• Ensure that all deal-related information is scanned and uploaded on the PMS and create the original file containing hard copies of the lease and all deal related documentation for transfer to the centre.

Working relationship with area staff and management

• Maintain regular contact with other departments to obtain information or to correct transactions.
• Attend and participate in meetings relating to leasing matters.

Qualifications and Experience

• Matric
• Legal secretarial qualification will be advantageous
• 3 - 5 years' experience in a related property management environment

Required Knowledge

Good understanding of “Legal Leases”

Kindly note the below:

• The Pareto Group is committed to Employment Equity and aims to attract and retain talented individuals to achieve its equity objectives. Therefore, preference may be given to affirmative action candidates or designated groups.
• The Pareto Group reserves the right not to fill an advertised position.

Personal information and PoPIA

When you apply for this position, you will be providing The Pareto Group with your personal information and you confirm (i) your voluntary, specific, informed and express consent for The Pareto Group and its affiliated entities to process your personal information as set out in our privacy policy; (ii) that we may contact you if and when required for purpose of this or other employment opportunity(ies); and (iii) that the personal information provided by you is true, correct and up to date.