Leasing Administrator at Secondments

Job Advert Summary    

• Generate and compile lease agreements and ensure compliance with company procedures.
• Compile and distribute monthly reports in respect of commission claims, signed and unsigned leases, and any other reports necessary from time to time, accurately, comprehensively and timeously.

Minimum Requirements    

QUALIFICATIONS AND EXPERIENCE

• Matric 
• Degree/Diploma in Property Studies and/or related Studies

Experience 

• Min 1 years’ property experience
• Minimum 2 - 4 years’ experience in a research role
• Strong Proficiency in relevant computer packages (MS Office) and software packages (PIMS)

IMPORTANT CHARACTERISTICS

• Very strong communication skills
• Excellent attention to detail and numerate accuracy 
• Innovative thinking and ability to follow process
• Dynamic and enthusiastic
• The ability to interact professionally with individuals at all levels of staff 
• Competent time management skills
• Professional attitude and capability and personal initiative
• Be deadline driven

Duties and Responsibilities    

KPI KPA

Lease Documentation

• Ensure accuracy and completeness of tenant file according to tenant file criteria check.
• Ensure accuracy and completeness of drafting request according to signed audit checklist. 
• Generate and compile lease agreements in accordance with the lease input forms/signed offer.
• Ensure information and data captured from lease input forms/signed offer is accurate and comprehensive. 
• Ensure data captured on PIMS correspond with lease document.
• Update lease register daily

Processing & Distribution

• Distribute and monitor 2nd signature of lease agreements.
• Lease Administration Drafting Renewal Offers
• Preparation of Offer to lease document 
• Perform Credit check to ensure that the tenant is credit worthy and has a good Credex Score and Bank Code – TPN. 
• Perform Windeed check for updated company documents and to ascertain whether a tenant has Assets to sign surety. 
• Ensure that tenants are credit worthy and compliant. 
• Ensure that FICA documents submitted are correct. 
• Ensure that renewals are done 6-18 months in advance. 
• Ensure that all billings on the renewal deals have the correct GLA, Parking etc 
• (scrutinize Tenancy Schedule, Lease Profile Report, current Lease) to ensure renewal.
• information does not omit any items.
• Confirm deposit held with Property Administrator & Finance – if necessary scrutinise transaction history.
• Ensure plan corresponds with PIMS system to ensure that the correct area is utilised. 
• Ensure that Leasing Manager adheres to policy rules and regulations and does not deviate from policy. 
• Arrange monthly meeting with Leasing Managers to discuss 18-month expiries. 
• Maintain data base for all deals that have gone out to the Leasing Manager or Property Administrator. 
• Preparation and maintaining of all necessary documents for Contracts, Amendments, Lease Input Summaries, cover sheets and offers. 
• Ensure that the offer to lease is correctly signed by both tenant and landlord representative. 
• Ensure that a neat file, in accordance with the tenant file criteria checklist, is handed to the Administrator in order to load the Profile on Pims.
• Ensure that tracking is done on Teams Tracking System

Lease Securities 

• To ensure that leases are scanned, recorded, and secured within fireproof safe.
• Record and ensure accurate storage and security of original documentation.
• Maintain a register of bank guarantees and monitor the expiry thereof.
• Ensure that feedback is given to Property Managers / Administrators on leaseadministration, documentation and or information is done on a regular basis .

General 

• Ensure compliance with company procedures in accordance with the functions, as amended from time to time.
• Perform all and any other duties as reasonably required from time to time. 
• Ensure compliance with company procedures in accordance with the flowcharts as amended from time to time.
• Assisting in follow-ups for Sandton and Pretoria region.
• Preparing files for Auditing for Sandton and Pretoria region. 
• E-mailing copies of finalised leases/addendums to tenants for Sandton and Pretoria region. 

Laserfiche 

• Uploading of current leases and correspondence onto Laserfiche.
• Assisting with queries relating to Laserfiche process.
• Communicate to Noscotek Developer on any program issues