Leasing / Property Administrator
HR Studio
Johannesburg, South Africa
6d ago

We're looking for

An eager and professional Leasing / Property administrator who will be responsible for overseeing and tracking the leases of all properties in the company's portfolio as well as all other aspects of lease administration including the abstracting of leases, rent adjustments based on escalations, monitoring of critical dates and other related tasks.

The role will also include general administrative tasks for the property and development management businesses.

Who are you?

  • You have high level of care and attention to detail
  • You have above average interpersonal skills
  • You have exceptional communication skills (both verbal and written)
  • You are able to work well under pressure and independently
  • You are a self-starter with high energy levels; pro-active
  • You have strong office administration skills
  • What's the role?

    You will be responsible for :

  • Drafting of all new leases and entering of information into MRI / MDA accounting system.
  • Enter and manage all lease notes and information, maintaining critical dates and files.
  • Follow up as required to ensure asset, property and leasing management are aware of any approaching option and escalation dates and the required action.
  • Create and maintain system of tracking expiration dates of leases including escalation and anniversary information.
  • Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
  • Create and maintain system of tracking advance billing, turnover and volume related rental.
  • Serve as liaison between Landlord and Tenant with regard to each party's compliance with all provisions of the lease.
  • Work with property management to ensure certificates of insurance are current, commencement exhibits are executed, security deposit / LOC and operating expense information is correctly entered in MRI / MDA system
  • Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items.
  • Perform property lease file audits and ensure percentage of signed leases is in accordance with management targets.

  • Manage the commission calculation and payment process. Calculate all commissions in accordance with the listing agreement or commission agreement.
  • Oversee and track Tenant Improvement allowances and ensure that improvement is being administered properly and within lease guidelines.
  • Maintain soft copy files for all floor plans, GLA calculations and tenant as-builts as requested.
  • Prepare and update option exposure information to maintain awareness when granting options for new tenants.
  • Assist in preparing and maintaining information for market surveys, occupancy reports / rent rolls, lease expiration reports, rollover reports, space availability reports, stacking plans and various other reports as requested or necessary for the portfolio.
  • Communicate or send any notices that need to be sent to tenants in regards to rental increases
  • Coordinate and set up monthly AR meetings including taking and recording meeting minutes.
  • Work with property management to ensure rent and other income are collected in a timely fashion and proper follow up is taken.
  • Work with property management to ensure preparation of delinquency notices and initiation of appropriate action in the event of monetary default.
  • Review the tenant move-ins and move-out procedures and ensure lease provisions are followed.
  • Maintain hard copy and electronic / soft copy Master Lease files.
  • All other duties as assigned and associated with the day-to-day operation of a real estate portfolio
  • Assistance with drafting of presentations and proposals for the property and development management businesses
  • Assisting with the development company administration and reporting
  • Assistance with the drafting of the monthly reporting presentations
  • Mall marketing and social media management
  • General marketing including but not limited with company brochure, website and mail campaigns
  • Office Management -general office administration
  • Assistance with procurement quotes and vendor forms
  • Flight and travel bookings for property management and development management teams
  • Calendar management for management and team meetings
  • General office administration
  • Matric
  • Bachelor's degree preferred
  • Minimum 5 years commercial real estate lease administration experience
  • Experience reading and interpreting real estate leases, including all related lease documents, is essential
  • Experience with MRI and MDA software programs preferred
  • Detail oriented, analytical and computer literate with proficiency in Word, Excel, PowerPoint and Outlook
  • Organized with ability to multi-task while keeping track of priorities and maintaining big-picture focus
  • A proven record of providing excellent internal and external customer service
  • Superior communications skills, both verbal and written
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