OMF Leasing / Legal Administrator at Old Mutual

Job Description

• Additional Qualifications/ Experience (Preferred, Not a Requirement)
• Old Mutual Finance Properties / Anchorage Property Management 
• This role fits within the Properties Team that sits inside Old Mutual Finance, the unsecured lending arm of Old Mutual.
• We manage 360+ Retail stores for Old Mutual Finance across the country, where we sit in Large Regional malls Mayor Metro’s or in the high street in a town like Lusikisiki. We don’t own any buildings but are on the tenant side of the property’s world - sizes ranging from 50m² to 450m².
• We also manage 200+ private clients commercial offices across the county also in Mayor metros or Rural towns. From High end Wealth clients to lower scale standard commercial offices - sizes range from 50m² to 2000m². We again here sit on the tenant side and do not own or manage buildings.
• As a properties team, we provide a full turnkey solution to the above Old Mutual Finance and some external Old Mutual Group business units (referred to as private clients).

We provide the following full turn-key solutions: 

• Leasing
• Properties Legal
• Properties Procurement with our own OMF procurement policies and group of Properties vendors
• Projects (Construct of new premises, Relocations, Closures, Upgrades, ATM installations, UPS installations, Water tank installations and Marketing or signage façade upgrades to name a few)
• Repairs and maintenance of managed premises via call center agents and Maintenance officer teams
• Design team managing all NBR requirements and managing of client specific corporate images.
• Projects Co-Ordination managing all spends related to projects and some Ad hoc FM services. Tracking of Budgets and managing of Ledgers to name a few of the services.

Position as Leasing Administrator: 

• Independent, self-starter, self-motivated and meticulous in time management.

Responsibilities

• Draft of Leasing Documents and ensuring that the negotiated terms and conditions are accurately, and in detail, reflected in an Offer to Lease / Letter of Acceptance, complying with OMF Property Shop protocol and legal requirements, for the Leasing Consultant/Manager to check and sign off on. Error free and timeous.
• Presentation Packs for Property Committee Meetings as prescribed by OMF Property Shop Protocol.
• MDA or MRI knowledge
• Drafting of Lease Agreements and Addendums
• Knowledge of Microsoft Excel
• Reporting / checks & balances:
• Prepare Minutes of the Firm’s meeting & circulate, follow up on actions/matters arising to include in draft agenda, for Chairperson to check & send out
• Dakar & FUBAR List:  Assist with the management of Lists and the compiling of the information, with LC/LM ultimately responsible for accurate capturing of provided in the various Dakar Lists.
• Prepare leasing performance report per Firm, & individual LC/LMs of firm (checks & balances for management) on a weekly, bi-weekly and monthly basis.
•  FICA Searches as prescribed by OMF Property Shop Protocol.
• Checking of Various Memos as prescribed by OMF Property Shop Protocol.
• Assisting in the driving of deadlines and updates with the team.
• Ensuring that all administrative actions are detailed and accurate, and adequate records are kept of same if applicable.  Communication to employees timeously about sick and annual leave as prescribed by OMF Property Shop Protocol
• Back up of Offers, Presentations, Agendas, Minutes, LOA & Opening Memo in each branch file, and on the S-drive on the server, within 30 days from opening memo as prescribed by OMF Property Shop Protocol.
• Ensuring that all administrative actions are detailed, and accurate, and adequate records are kept of same if applicable.  Communication to employees timeously.
• From time to time the Leasing Administrator can be tasked to assist with ad hoc project by a team’s outside of Leasing.
• Assist with follow-up with Landlords to obtain signed lease paperwork.
• Prepare draft-presentations based on sent OTL, excluding motivation, for LC/LM to check & approve for Pack.
• Ad Hoc Leasing related projects i.e. generator, parking, signage negotiations etc
• Assistance with invoice and finance related queries pertaining to erroneous billing and charges.
• Assistance in drafting Notifications (1st draft)
• Team Effectiveness
• Individually accountable for delivery of KPI’s as per the Performance Contract.

Minimum Requirements

• Grade 12.
• Minimum 3 years Leasing Administration experience essential.
• Own transport and valid drivers licence.
• Property Management related qualifications will be advantageous.
• Plans, coordinates and controls construction-related activities on a project or part of a project to enable completion within cost, quality & time constraints. Provides on and off-site service. Monitors progress against programme. Coordinates activities of professionals and teams.

Responsibilities
Regulatory and Compliance Management

• Investigate standard incidents using current regulatory and compliance processes, systems, and procedures, and take action to solve immediate compliance issues. Advise more senior colleagues on more complex problems.

Land and Property Acquisition

• Assist in purchasing suitable property and land for development projects. Includes producing documentation and communicating with landowners and legal advisors.

Insights and Reporting

• Extract and combine data to generate standard reports.

Document Preparation

• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.

Property Valuation

• Produce accurate analyses on property valuation for others by collecting information from a variety of standard sources and inputting the data into standard formats.

Cost Calculation and Analysis

• Prepare and analyze accurate costings for construction, maintenance, or improvement works. Will include calculations covering materials, quantities, and labor time.

Business Case

• Contribute information and analysis to support the development and review of business cases.

Property/Asset Management 

• Deliver asset management support services (mostly of a routine nature) by using asset management systems and protocols.

Data Collection and Analysis

• Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.

Administration

• Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.

Personal Capability Building

• Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Skills

• Accounting, Action Planning, Building Valuations, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Evaluating Information, Management Reporting, Numerical Aptitude, Oral Communications, Project Budget Management, Solution Analysis

Competencies

• Action Oriented
• Collaborates
• Communicates Effectively
• Decision Quality
• Ensures Accountability
• Financial Acumen
• Instills Trust
• Manages Complexity

Education

• NQF Level 3 & NQF Level 2 - Below school leaving

Closing Date

• 17 March 2025 , 23:59