Administration Manager at Broll

POSITION PURPOSE

• Responsible for the effective and efficient running of the Lease Administration for a Portfolio with the implementation of Lease Tracking. Manage the administration of the FICA and Suppliers database. Responsible for the coordination of training and assisting users on the lease tracking module.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:
• Control the entire portfolio’s lease and rental collection administration
• Monitor and maintain standards, procedures and policies relating to lease administration and capturing.
• Control of property “take-on”.
• Check Internal Lease Approval forms and Commission Calculations
• Control and check loading of leases and adjustments daily.
• Approve Debtor Journals.
• Monitor and manage Lease Tracking Register for portfolio.
• Monitor Commission claims and ensure that a Commission claim is submitted to Finance for each deal concluded.
• Resolve and implement lease audit recommendations.
• Management of turnover rental systems.
• Management of cost recoveries.
• Ensure pre-statements have been signed –off and all adjustments captured before collating.
• Assist with compiling of Management packs for Client
• Maintain Building Module changes
• Maintain GLA and Premises changes
• Check and submit new /revised user forms for portfolio
• Log system errors and enhancement requests with IT regarding Lease Tracking and keep users informed
• Assist users with queries regarding Lease Tracking and arrange workshops to discuss roll-out and implementation of Lease Tracking.

Manage administration of FICA/Suppliers database with regards to :

• Capturing of FICA/Suppliers on the database
• Uploading of scanned documents to the database
• Indication of outstanding documents on database
• Manage administration of Bar coding, filing, safe keeping and tracking of original leases and bank guarantees.
• Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.
• Liaison with internal and external auditors
• Maintains regular contact with other departments to obtain information and/or to correct transactions.
• Assists Portfolio Executive as needed.
• Manage, motivate, train and monitor lease administrators.
• Discuss problems, recommendations and structure changes with National Administration Manager - Broll and attend monthly workshops held for Administration Managers.
• Assumes responsibility for related duties as required or assigned.
• Ensures that work area is clean, secure, and well maintained.
• Completes special projects as assigned.

PERFORMANCE MEASUREMENTS

• Lease documents, tenant details, records, and reports are accurate, current, and timeously.
• Database integrity with regards to Property “take-on” is accurate and up to date.
• Good working relations exist with Company personnel. Accounting support is provided as needed.
• Good communication and coordination exist with Portfolio Management and Accounting personnel. Assistance is provided as required.
• Management is appropriately informed of area activities.
• Lease administration and accounting functions are completed in accordance with established standards, policies, and procedures.

EDUCATION/CERTIFICATION:

• Matric.
• Good understanding of “Legal Leases”
• Must have lower division college accounting coursework or 2 years equivalent experience.

REQUIRED KNOWLEDGE:

• Knowledge of basic accounting concepts and procedures and property.

EXPERIENCE REQUIRED:

• Minimum of 2 years of experience in account reconciliation and lease administration

SKILLS/ABILITIES:

• Well organised and detail oriented.
• Good math skills.
• Good attention to detail and accuracy.
• Cooperative and willing to assist others.
• Excellent Communication Skills
• Administration Skills
• Dependable
• Self Starter
• Excellent Computer Skills
• Flexible
• Good Interpersonal Skills
• Able to use PC, calculator, and other basic business machines.