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Job Description

POSITION PURPOSE

• Responsible for lease administration as assigned. Keeps tenant records, deposit and lease fees accounts accurate and current. Completes related reports, summaries, and records, and performs related clerical duties.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:

• Terminates tenant accounts on instruction and notifies departments

Captures journal entries:

Lease Fees & Deposits & appropriation of deposits

• Advises meter readers of changes
• Arrange invoices for tenants paying deposits/rental in advance
• Upload all relevant documents to BOL & send original lease for archiving
• Electricity & Water Adjustments – Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
• Send tenant copies of signed lease & offer
• Credit rating procedure

Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:

• Drafts and prepares leases
• Keep register of all lease movements
• Captures and Processes lease agreements via owner’s approval form
• Cedes leases
• Prepares, cancels and amends Lease agreements, Addenda and Suretyships
• Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly

Reconciliation of deposit account

• Adhering to assigned deadlines & timelines as required
• Ensuring all processes in terms of lease tracking are adhered to

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management

• Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
• Assists Portfolio Management personnel as needed
• Keeps management informed of area activities and of any significant problems
• Attends and participates in management meetings & take minutes of such meetings

Assumes responsibility for related duties as required or assigned

• Completes special projects as assigned
• Any other duties related to loading and processing of lease renewals & administration thereof
• Update & maintain lease audits
• Update & maintain building lease profiles
• Upload monthly leasing reports for management packs
• Prepare monthly executive summary for reporting to leasing manager

PERFORMANCE MEASUREMENTS

• Lease documents, records, and reports are accurate, current, and timeously submitted 
• Good working relations exist with company personnel
• Good communication and coordination exist with Leasing Manager - Provide Assistance as and when required
• Management is appropriately informed of area activities
• Lease administration is completed in accordance with established standards, policies, and procedures

QUALIFICATIONS

• Education/Certification: Matric
• Good understanding of “Legal Leases”
• Basic understanding of accounting practices

SKILLS/ABILITIES

• Well organized and detail oriented
• Good math skills
• Excellent grammar and spelling skills in business
• Good attention to detail and accuracy
• Cooperative and willing to assist others
• Excellent communication skills
• Administration skills
• Dependable
• Self-starter
• Excellent computer skills
• Flexible
• Good interpersonal skills
• Able to use PC, calculator, and other basic business mechanisms

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Job Description

POSITION PURPOSE

• Responsible for the effective and efficient running of the Reception and Administration function.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively handling and managing the switchboard

• Operates the switchboard and console to connect, hold, transfer all incoming calls
• Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channelling calls to the responsible persons/departments
• Provides general information to clients before transferring calls.

Managing the telephone management system

• Ensures Smooth running of the PABX System
• Provides management reports with regards to call statistics as required
• Updates management system by programming it with new information and changes as it occurs inside the company
• Updates telephone lists as and when required

Assumes responsibility for Reception duties:

• Signing in of contractors and managing contractors OHS documentation
• Managing the music system
• Booking of courier collections
• Managing of Lost Children process
• Managing of Lost property
• Managing of Wheel Chairs
• Managing of Wheel Clamping Payments

Assumes responsibility for Office Administration Duties

• Managing of boardroom bookings
• Stocking of Staff Kitchen
• Maintaining adequate stock of required stationery
• Taking meeting minutes as and when required
• General Office administration duties – filing for General Manager, archiving of Tenant and Supplier Files annually

Assumes responsibility for Administrative Responsibilities

• Maintain Tenant Database
• Maintain Customer Database
• Draft Mall Talk
• Distribute Newsletters as required
• Distribute Tenant communication as required
• Manage Kids Club database and membership
• Manage Brochure stands

Assumes responsibility for ensuring professional business relations with Tenants, Customers, vendors, contractors and trade professionals

• Works to develop and maintain productive business relations with Tenants, Customers, Vendors, Suppliers, Contractors, etc.
• Act as Liaison between the Company and external contacts
• Ensure effective coordination of external services with Company operations
• Obtain and convey information as appropriate
• Promotes goodwill and a positive image of the Company

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained
• Completes special projects as assigned
• Assist with other periodic duties as required
• Perform general administrative duties as required

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with Tenants, Customers, Vendors, Suppliers, and Contractors - Assistance is provided as needed
• Good working relations exist with Company personnel
• Good communication and coordination exist with Portfolio Management and Accounting personnel. Assistance is provided as required
• Management is appropriately informed of area activities
• Client Liaison and Administrative functions are completed in accordance with established standards, policies, and procedures

QUALIFICATIONS

EDUCATION/CERTIFICATION

• Matric

REQUIRED KNOWLEDGE

• Knowledge of basic accounting concepts, procedures and property industry advantageous

EXPERIENCE REQUIRED

• Reception / Secretarial related experience preferred

SKILLS/ABILITIES                           

• Manage, motivate and train
• Well organised and detail oriented
• Good math skills
• Good attention to detail and accuracy
• Cooperative and willing to assist others
• Excellent Communication Skills
• Administration Skills
• Dependable
• Self-Starter
• Excellent Computer Skills
• Flexible
• Good Interpersonal Skills
• Able to use PC, calculator, and other basic business mechanisms