Lease Administrator at Excellerate JHI

About the role

• We are looking for a proactive and detail-oriented Lease Administrator to join our team.
• In this role, you will support the effective administration of commercial lease agreements, including new leases, renewals, amendments, tenant documentation and the maintenance of accurate lease records.
• You will work closely with tenants, landlords, property teams, legal professionals and internal stakeholders to ensure that lease documentation is complete, accurate and processed within required timelines.
• The role also plays an important part in ensuring that required tenant information and documentation are obtained and maintained in accordance with applicable Financial Intelligence Centre Act (FICA) requirements and internal compliance processes.
• This role will suit someone who enjoys working with detail, manages deadlines well and is comfortable working with contractual, financial and compliance-related information.

What you will bring

Inherent requirements for the position (non-negotiable)

• 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.
• Additional demonstrable requirements
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Experience using property management or lease administration systems such as SAP, MDA or similar, including contract creation and maintenance.
• Sound understanding of the financial components of commercial leases, including rentals, escalations, security deposits, operating costs, service charges and other lease-related recoveries.
• Strong attention to detail and a high level of accuracy when working with contractual information, financial data and supporting documentation.
• Strong administrative and organisational skills, with the ability to manage multiple leases, deadlines, documentation requirements and follow-ups simultaneously.
• Ability to interpret lease documentation and identify key commercial terms, obligations, conditions and critical dates.
• Professional written and verbal communication skills, with the ability to engage confidently with landlords, tenants, legal professionals and internal stakeholders.
• Ability to maintain complete and accurate lease records, correspondence and supporting documentation in accordance with organisational, legal and document-retention requirements.
• Ability to prioritise work effectively and follow matters through to completion.
• Working knowledge of FICA requirements relevant to tenant onboarding, client due diligence and lease administration.

What you will be doing

• In this role, you will play an important part in supporting accurate, compliant and efficient lease administration across the portfolio.

Your key responsibilities will include:

Managing new lease deals

• 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.
• Managing lease renewals and amendments
• 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.

FICA and compliance administration

• 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.

Tenant and lease administration

• 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.

Financial and lease information

• 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 escalate where required.
• Support the maintenance of accurate lease and financial information on relevant systems.

Stakeholder communication

• 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.

Data integrity and document management

• 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.

What success looks like in this role

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 escalate them.
• Demonstrates discretion when working with confidential tenant and client information.

Closing Date 16 October 2026