Senior Coordinator Retail Lease Administrator at Vodacom

Role purpose:

• The Retail property Portfolio Lease Administrator role is a hands-on specialist role that supports and participates in the Retail Operations Property Portfolio. The role is accountable for the delivery of detailed lease database capturing, reporting and communications to support governance, database and dashboard activities with detailed ownership of property related policies, procedures and templates to ensure compliance, viable commercial outcomes and operational efficiencies that development the property portfolio.

Your responsibilities will include:

• Ensure that leasing information is correctly captured on databases to ensure that rentals are paid correctly by checking the data captured on the systems.
• Ensure that due process is followed in the most expedient manner with regard to the processes preceding the conclusion of new agreements of lease and renewals in particular (but without exclusion) providing credit and FICA  documentation.
• Provide comprehensive operational and management of lease tracking reports, supported with hands-on-knowledge on the status of lease expiry profile, relocations and store closure.
• Review lease contracts to ensure that they are accurate and are in line with the requirements of the contract approval sheet and Property Steerco approval. 
• Provide general administrative support and document management to the leasing and administrative department
• Uploading lease on MRI for record keeping. 
• Ensure leases are renewed timeously to avoid putting the business at risk by maintaining an updated lease expiry profile. 
• Facilitate the communication between stakeholders to ensure a smooth workflow by mediating all communication between internal and external stakeholders.
• Ensure that lease agreements are negotiated at market related rentals, escalations and conditions by conducting market surveys.
• Maintain, keep track of and manage the process flow of singed leases, as well as maintain awareness of the lease of leases within the portfolio. 
• Negotiate renewals with independent landlords.    
• Achievement of savings pertaining to rental and recovery models including new leases and current lease renewals.

Innovation, Efficiencies, and New Ways of Working

• Inspire the rest of the team to deliver ongoing innovation, efficiencies and new ways of working 
• Participate in streamlining business processes, automating where possible and transitioning to digital interfaces in terms of maximising innovation potential and in our ongoing efforts to deliver efficiencies through new ways of working.

Collaborative and Agile Stakeholder Management

• Have an agile and collaborative approach in all activities and across all relationships.
• Seek ongoing beneficial partnerships and own relationships with various internal and external stakeholders  
• Work closely with other colleagues and departments to ensure collaborative inputs to both strategic and operational imperatives within their areas
• Facilitate discussion and feedback mechanisms to enhance the scope and practical application and considerations of retail operations legal or contractual related outcomes

Team Effectiveness, Self-Development and Our Brand

• Build team spirit by motivating and building trust amongst people.
• Support team and others stakeholders in delivering overall Vodacom ambitions.
• Participate in teambuilding and effectiveness activities.
• Take ownership of your personal development as aligned to your passions, interests and role delivery requirements.
• Own all HSE aspects of your role and ensure you contribute in a meaningful way to Vodacom’s HSE leading strategies - ensuring safety first and sustainable environmental efforts. 
• Be a true Ambassador of the Vodacom brand! 

The ideal candidate for this role will have:

• A 3-year Degree or National Diploma in a Property Management related qualification, Business Administration or Commercial Business Management context or relevant equivalent certification/s within this role scope’s context OR working towards - essential
• Minimum of 3 years’ experience within the property sector playing a strong administrative role and engaging with landlords in a multi-stakeholder portfolio – essential
• Experience as lease or property administrator – highly beneficial
• Active experience in building property related capacity including process, policy, procedure related template development and maintenance – highly beneficial
• Exposure to digitally lead property database support and dashboard reporting – highly beneficial

OR

• Minimum of 5 years’ experience within the property sector playing a strong administrative role and engaging with landlords in a multi-stakeholder portfolio – essential
• Experience as lease or property administrator – highly beneficial
• Active experience in building property related capacity including process, policy, procedure related template development and maintenance – highly beneficial
• Exposure to digitally lead property database support and dashboard reporting – highly beneficial

Core competencies and knowledge 

• Making amendments on offers/leases based on the contract approval sheet
• Regional and BP reporting
• Responding to internal and external stakeholders’ queries 
• Admin – preparing bank guarantees, filling, completing the contract approval sheet, loading documents on DocuSign
• Record keeping of all information relating to all lease agreements promptly
• Maintain a record of renewals in progress, leasing activities and risk associated with the renewal pipeline
• Receive, record, and file contract documents and correspondence related to the contract
• Ensure that the project team is using the most up to date contractual information
• Follow up on progress with Landlords and keep all matters up to date
• Maintain an up-to-date schedule of all leases
• Maintain a lease renewal schedule
• Maintain good housekeeping and corporate governance
• Solid understanding of how to formalise and maintain policies, procedures and templates 
• Working knowledge of portfolio database management and dashboard creation to empower decision making
• Excellent stakeholder communication and capacity management
• Strong written and oral communication skills
• Self-motivated, extremely organized with a sense of urgency
• Strong ability to multi-task, problem solve and prioritize
• Ability to work in a fast-paced environment & effectively manage multiple priorities
• High flexibility and tolerance for ambiguity and new strategies and process approaches
• Team player with a passion for  service delivery
• Comfortable with MS Office, new technologies and systems and digitisation in general
• Any other adhoc property leasing matters