Lease Administrator | Precise, Compliance-Driven Lease Ops

Excellerate JHI; Gauteng; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Excellerate JHI is seeking a proactive Lease Administrator to support accurate, compliant lease management across our commercial portfolio in Gauteng. You will handle new leases, renewals and amendments, ensuring complete documentation and timely processing in collaboration with tenants, landlords, and internal teams.

Responsibilities include maintaining lease records, financial terms, FICA documentation, and rigorous adherence to deadlines.

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.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Working knowledge of FICA requirements relevant to tenant onboarding, client due diligence and lease administration.

Responsibilities

• 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.

Skills

Detail-oriented

Stakeholder communication

Time management

Education

Grade 12

Tools

SAP

MDA

Lease management systems

Microsoft Office (Excel, Word, Outlook)

Job description

Excellerate JHI is seeking a proactive Lease Administrator to support accurate, compliant lease management across our commercial portfolio in Gauteng. You will handle new leases, renewals and amendments, ensuring complete documentation and timely processing in collaboration with tenants, landlords, and internal teams.

Responsibilities include maintaining lease records, financial terms, FICA documentation, and rigorous adherence to deadlines.