Lease Controller

Excellerate; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A property management company in Gauteng is seeking a Lease Controller to manage all lease agreements and oversee financial reporting related to properties. Responsibilities include managing renewals, verifications on SAP, and tenant relations. Candidates should have at least 5 years of property management experience and relevant qualifications, showcasing strong analytical and problem-solving skills. This role is pivotal in ensuring effective lease administration and compliance with legal requirements.

Qualifications

• At least 5 years relevant experience in Property Management/Administration.
• Directly interfaced with clients and provided administrative support.
• Knowledge of South Africa's property industry and legal requirements.

Responsibilities

• Manage leasing, renewals, and related documentation.
• Oversee capturing of new lease agreements on SAP.
• Compile property related reporting schedules.

Skills

Typing

Computer literacy (Advanced MS Office)

Financial calculation and reporting skills

Administration and organisational skills

Interpersonal skills

Analytical/numeracy skills

Problem-solving and decision-making skills

Attention to detail

Time management

Education

Grade 12 or NQF level 4 qualification

Property related qualification of NQF 5 or higher

Bachelor's Degree in Finance, Property Management, Business or Accounting

Tools

SAP

Contract Creation & Procurement system

MS Word

MS Excel

MS Power Point

Job description

Position title: LEASE CONTROLLER
Position reports to: LEASE MANAGER
Business Unit: PORTFOLIO SERVICES

Main purpose / objective of the position:

To manage and control all contracts and effectively manage the portfolio on a Regional Basis, the objective being the maximising of rental income and/or rent expenses. Take responsibility for data integrity (building and tenant). Handle audit queries. To control all aspects of Leases, i.e. Accounts and Financial. To oversee the financial processes and reporting to clients. To establish and maintain effective support services for the property management functions of the portfolio.

Operational Deliverables:

• Manage leasing and lease renewals, rent reviews, negotiations and documentation
• relating to obtaining approvals and acceptance of leases, facilitating the signing of lease agreements (from a Landlord and Tenant perspective).
• Oversee and verify the capturing of all new lease agreements, lease renewals, reassessments and lease corrections on SAP.
• Assist accounting services, (Credit control), by arranging invoicing of rentals, adjustments, reconciliations, variance reporting and customer creation.
• Compile deviation reports and communicate. Implement preventative steps to prevent recurring.
• Keep, maintain and update detailed monthly status updates of own building and lease classifications.
• Compile property related reporting schedules. Actively managing expiry profile of portfolio.
• Actively maintain a reminder system to ensure finalisation of all matters pertaining to lease administration.
• Oversee tenant and landlord management and administration, i.e. tenant retention by meeting with tenants and responding to their needs.
• Assist and interact with Business Units and Third Parties in respect of additional space requirements and maintenance requirements.
• Ensure resolution of queries within specified SLA requirements. Pro-actively manage and deliver on solutions.

Decision making authority:

• Works within the broad framework of existing policies and guidelines, as amended from time to time. Required to work strictly within prescribed rules, routines & standards.

Experience / Education / Knowledge:

• Grade 12 or relevant qualification equal to NQF level 4
• Additional Property related qualification of any NQF 5 or higher
• A Bachelor’s Degree in Finance, Property Management, Business or Accounting will be an advantage
• At least 5 years relevant experience in Property Management/Administration, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services
• Knowledge of South Africa’s property industry, property markets and general administration/Accounting/Finance acumen.
• Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement
• ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures

Skills required:

• Typing, Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
• Financial calculation and reporting skills
• Administration and organisational skills
• Presentation skills
• Interpersonal skills
• Analytical/sound numeracy skills
• Problem solving and decision making skills
• Competencies required: Communication (both verbal and written)
• Customer and quality focus
• Drive and productivity
• Interpretation of legal contracts and negotiations
• Attention to detail
• Time management
• Methodical
• Problem solving
• Be able to handle stress in demanding situations
• Attention to deadlines
• Initiative
• Self confidence
• Assertiveness
• Impact and Influence
• Teamwork and co-operation
• Self-starter
• Integrity
• Diligent

Major drivers of work volume:

Complexity of reporting requirements.
Number of leases and profile of portfolio.

Interface / relationships with:

• Internal: IT, Leasing Manager, Controllers and Administrators; Accounts Receivables team
• External: Tenants, Clients