Lease Administrator - Menlyn

Mowana Properties; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

Mowana Properties is seeking an experienced Lease Administrator for its Menlyn Shopping Centre. The role involves supporting leasing functions, ensuring accurate financial administration, and maintaining tenant relationships. Candidates should have a Matric qualification and 3-5 years of relevant experience, with skills in administration, multi-tasking, and a strong understanding of legal leases.

Qualifications

• 3-5 years’ experience in property management environment is essential.
• Familiar with legal leases and property management related functions.

Responsibilities

• Capture lease agreement information accurately and promptly.
• Create and maintain tenant files, ensuring up-to-date information.
• Assist in budget preparations and financial month-end procedures.

Skills

Assertive

Sound business judgment

Computer literate

Multi-tasking

Deadline adherence

Follow-up ability

Interpersonal skills

Education

Matric

Legal Secretarial Qualification or similar

Job description

We are seeking an experienced and highly motivated Lease Administrator to join our team at Menlyn Shopping Centre.

This role reports into the Leasing Manager. The role is based at Menlyn Shopping Centre. The ideal candidate shall support and assist the leasing department with all leasing related functions and perform other admin-related functions that take place within the division.

KEY PERFORMANCE INDICATORS OF THE ROLE:

Financial Administration

• Capture all information relating to all lease agreements promptly and accurately on the property system:-

1. Lease renewals
2. Increases in rentals
3. Operating costs
4. Termination dates

• Capture monthly recoveries timeously
• Ensure all write-off, reversals, admin fee and tenant deposits are captured accurately and in accordance with the company policies
• Reconcile between lease data and tenants, building and financial information as and when required
• Income & Operating costs:

1. Are correctly charged and accounted for
2. Adjustments are effected where appropriate

• Ensure that where the tenant is required to pay for expenditure incurred by the landlord, that the proper documentation is completed and that the amounts are recovered in accordance with the lease agreement (this includes vacated tenants)
• Assist in support of the turn over rental audit project with auditors as and when required.
• Ensure that financial month, year-end procedures and timetable, as it relates to the building are implemented accurately and promptly.
• Assist Leasing / General Manager with preparations of Annual Budgets and workings.

Lease Administration

• Create and maintain tenant files and ensure that all information on tenant files are kept up to date.
• Assist leasing / General Manager in tenant liaising, including dealing with tenant queries and disputes, and ensure the resolution thereof.
• 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 flysheets, 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.

Working relationship with area staff and management

• When tasked by the Leasing Manager assist area staff as needed.
• Keep management informed of activities, progress toward established objectives and of any significant problems.
• Maintain regular contact with other departments to obtain information and or to correct transactions.
• Attend and participate in meetings, relating to leasing matters.

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 the lease negotiations, etc.)
• Ensure that the policies and procedures laid down by management are followed accurately at all times.
• Filing in a logical and organised manner.
• Assist the Leasing / General Manager with various duties as and when required.

QUALIFICATION, SKILLS & EXPERIENCE

Qualifications

• Minimum: Matric
• Preferred: Legal Secretarial Qualification or similar

Experience

• 3 - 5 years’ experience in a related property management environment.

Required Knowledge

• Good understanding of “Legal Leases”

Skills & Abilities

• Assertive – be solutions driven
• Sound business judgment
• Computer literate
• Ability to handle multiple tasks concurrently, effectively and accurately
• Ability to adhere to timetables and meet deadlines
• Ability to follow up to ensure all necessary tasks have been completed
• Ability to interact with all levels of staff and clients

EE & PoPIA

• 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.