Manager: Office Leasing - Pretoria at City Property Administration (Pty) Ltd

Description

• The purpose of the job is to manage and provide oversight to the Commercial Office Sector Leasing Department to ensure that vacancies are reduced, income is improved, quality service is maintained, and that all leasing activity remains compliant to company processes and policies. The role is secondly responsible to build and upskill a highly effective and performing office sector leasing team.

Concluding new deals and renewals

• Ensure that all Leasing processes are executed timeously and accurately and in line with leasing policies, standards and controls.
• Ensure that all standard Leasing documents, letters and templates are current, maintained, used and filed in line with leasing processes, controls and required audit trails.
• Ensure the quality and accuracy of deals and documentation are reviewed, approved and meet required legal terms, standards and turnaround times.
• Achieve leasing targets by concluding new deals, reducing vacancies and retaining current tenants.
• Oversee and guide the leasing team to ensure that all set targets, conversion rates and income are achieved according to the leasing strategy.
• Ensure that all leasing enquiries are appropriately directed to suitable vacant premises and suitable leasing agents.
• Ensure that the team actively source new deals (Cold calling, Canvassing, walking the streets, visiting existing operations).
• Ensure deals are done at most beneficial terms and conditions to the Landlord.
• Ensure the team have familiarized themselves with all vacant premises to be let. Coordinate with the Commercial Property Management team to ensure effective and accurate management of the vacancy and deals done lists.
• Manage the relationship with clients to ensure ongoing business.
• Management of Freshdesk and walk-in prospective tenant leads by ensuring the team are continuously updating the status of the leads. Ensure agreed SLA targets are met and escalated tenant enquiries are being successfully resolved.
• Enhance all Broker relationships and manage Broker related processes.
• Manage and allocate focused vacancies as per leasing strategy to achieve agreed income and outcomes.
• Initiate, participate and contribute to marketing ideas and campaigns to promote letting of vacant premises.
• Liaising between customers and cross-functional internal teams to ensure the timely and successful delivery of our premises according to the agreed specifications.
• Actively research and investigate market trends and opportunities.

Perform financial tasks and duties associated with the role.

• Contribute to annual setting and agreement of leasing strategy.
• Prepare monthly leasing reports and report-back at various forums on performance and progress.
• Annual Budget preparation and contribution to income targets and strategic KPI’s.

Manage all subordinates to meet required performance standards.

• Accomplish Department objectives by managing, planning and evaluating Department activities and performance.
• Plan, direct and oversee the operations of the leasing Department to ensure sustained expected performance levels.
• Review performance of individual leasing agents and develop, mentor and upskill team members where required.
• Ensure succession in terms of leasing skills and resources are established.
• Establish a well-structured and resourced team to ensure leasing strategy and targets are met or exceeded.
• Management of a highly effective team, which will include performance management, development, training and poor performance programmes and policies.
• Consciously create a workforce culture that is consistent with the overall culture of CPA and that emphasizes the identified mission, vision, values of the organization.  

Customer service and Stakeholder engagement.

• Maintain quality service by enforcing quality and customer service standards; analyzing and resolving quality and customer service problems and recommend improvements.
• Ensure that the team are providing high quality customer service levels by managing the enquiries in a prompt manner. 
• Respond to all client communications or queries in a professional, timeous manner.
• Collect and communicate customer requirements to all necessary departments.
• Maintain client relations to build excellent reputation for service and to produce repeat business.
• Mentor and coach leasing agents in interaction with prospective tenants to achieve excellent customer service and conclusion of successful deals.
• Promote and provide excellent customer service, communication and teamwork to internal stakeholders.

Requirements
Qualifications & Experience:

• Marketing and Sales related/ business/property-related qualification is required.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) or Fidelity Fund Certificate required.
• 5 years’ experience in a leasing managerial role.

Skills & Knowledge Required:

• Networking and Communication skills (written and verbal).
• Customer Service orientated.
• Financial and Business acumen.
• Administrative skills.
• Property Management knowledge preferred.

MS Office:

• MS Word – Intermediate
• MS Excel – Intermediate
• MS Outlook – Basic  

Personal Attributes:

• Problem solving – find solutions when emotions are involved, be objective, flexible, resist impulsive behavior/decision making and see things are they really are. Analytical ability and use of information/logic to solve problems.
• Stress tolerance – coping with stressful situation and being able to multi-task.
• Interpersonal relationships – building mutually satisfying relationships.
• Leadership – willingness to lead, take charge of situations, offer opinions and directions to others. Be self-directed and free from emotional dependency.
• Social confidence – be self-assured and at ease with people in all types of social situations.
• Persuasion – negotiating, selling, influencing and attempting to persuade people or
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Attention to detail – focus on details, strive for perfection and be well organized.
• Innovation – creative and open-mindedness.