Administrator - Documentation (Southern Suburbs (Cape)) at Growthpoint Properties

Duties and responsibilities

• Lease Document Management Process i.e.:
• Draft Lease Agreements - new deals/ renewals, addendums and all related documents.
• Required documents - ensure all required documentation is received before drafting.
• Accuracy – attention to detail when loading.
• Manage the entire MRI process – ensure scanning and uploading of all documents into MRI and ensure all leases/rentals are loaded correctly.
• Documentation deadline management – ensure all deadlines are met.
• Liaise with SBU’s and Leasing consultants, if and when applicable.
• Capturing of Lease Agreements on all relevant systems.
• Ensure debit orders are captured timeously and accurately and debit order forms to be filed and uploaded to Sharepoint or MRI.
• Lease distribution – print and/or send leases as pdf.
• Attend to lease audits every quarter.
• Attend to queries identified by the department and address those with the relevant SBU’s with supporting documents. Send emails to SBU with lease related queries.
• Lease tracking – track budgeted renewals, vacancies, new leases in an excel spreadsheet.
• Attend report back meetings on outstanding leases, renewals, new leases and all related matters. i.e. GOBI, Offers.
• Assist team members and the department where necessary for instance should a team member be sick or on leave.
• Email a copy of the finalized and scanned lease to the SBU so they can send a copy to the tenant.
• Ensure workflows are actioned and completed daily.
• Send out Outstanding leases report to all sectors and capture notes.
• Attend meetings for training.
• Comply with the Popi act and with Growthpoint policies and procedures.

Requirements

Experience

• 2 -3 years of experience in an Administration, Secretarial, Data Capturing Environment.

Qualifications

• Matric prerequisite
• Post matric or Property qualification will be an advantage

Competencies

• Computer literacy
• Ability to draw leases, draw schedules/reports on system
• Good communication skills – written and verbal
• Time management skills essential
• A good mix of interpersonal and administrative skills
• Good problem-solving skills
• Excellent touch-typing skills with a high accuracy rate essential

Personal Attributes

• High attention to detail
• Client focused at all times (internal & external)
• Ability to cope under pressure
• Hardworking and highly organized
• Excellent interpersonal skills and a team player
• Excellent time management skills
• Proactive, self-starter with initiative
• Flexible
• Ability to multitask