Fresh Jobs at Excellerate JHI

About the role

• In this dual role encompassing both Leasing and Property Administration, you will play a crucial part in supporting our property management functions. Your primary responsibilities will include the administration of Agreements of Lease and the creation and management of all associated contracts. You will ensure the integrity of critical data related to both buildings and tenants, and maintain strong, long-term relationships with tenants and property managers.

What you will bring

• Minimum Grade 12 with Accountancy as subject.
• At least 2 years of experience in a similar role within a commercial property management environment, demonstrating practical expertise in the field.
• Proficient typing abilities for efficient document handling.
• Advanced skills in MS Office, and property contract creation systems, example SAP or MDA.
• Effective communication skills over the phone.
• Strong organizational and administrative capabilities.
• Clear and effective verbal and written communication.
• Familiarity with relevant legal and regulatory requirements, including FICA and POPIA and other applicable data protection laws, to ensure compliance in all administrative tasks.
• Understanding of financial principles and practices related to commission calculations, turnover reports, and invoice processing.
• Skilled in preparing and reviewing various types of documentation, including lease agreements, cession documents, and commission claims, and producing accurate reports.

What you will be doing

Credit Balances:

• Investigate and resolve credit balances, ensuring corrections or refunds are processed monthly in collaboration with the Debtors Administrator.

Lease Administration:

• New Deals: Oversee contract creation, coordinate with brokers and the FIC Department, prepare commission calculations and lease packs, and manage cession and cancellation agreements.
• Renewals: Initiate and manage lease renewal processes, liaise with tenants, conduct credit vetting, prepare KYC risk ratings, and handle deposits and additional FICA documents.
• Tenant Administration: Update tenant data on MDA, manage cover letters and tenant files, track and load monthly turnover figures, handle tenant queries, and prepare various lease-related documents and reports.
• Data Integrity: Ensure completeness and accuracy of lease documentation, including contracts, sureties, bank guarantees, and FICA documents. Maintain document tracking, process adjustments, and manage tenant vacating procedures.
• Tenant and Public Liaison: Coordinate with meter reading companies, address tenant account and invoice queries, validate and process broker invoices, and respond to audit queries. Handle bank guarantees and ensure timely payments.
• Internal Liaison: Communicate with internal staff on tenant issues, facilitate key handovers and pre-reinstatement inspections, and assist with space management and municipal bill processing.

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About the role

• As a receptionist at our company, you will receive and handle walk-in clients and visitors and to answer switchboard in such a way that it projects a professional image of the centre and maintaining a pristine reception area, responsible for controlling the bookings for meeting rooms.
• General administrative support in terms of procurement administration will also form part of this position in supporting the centre management team.
• The candidate will also be required to work as Customer Services Officer over some weekends or public holidays at the Information Kiosk and gift cards sales to walk-in customers and bulk gift card sales would also be part of the ad-hoc function. 
• This position is instrumental in engaging tenants monthly in obtaining sales figures each month, in conjunction with the Customer Services Officers.

What you will bring

Inherent requirements for the position (non-negotiable)

• Grade 12 or equivalent
• 3 years relevant experience in an administrative environment.
• Experience on managing a switchboard
• Retail shopping centre experience
• Excellent telephone etiquette and communication skills.
• Computer literacy (MS Office)

Additional demonstrable requirements:

• Methodical approach to tasks and attention to detail.
• Ability to work collaboratively as part of a team.
• Ability to multitask effectively and manage multiple priorities.
• Strong interpersonal skills for engaging with clients, visitors, and team members.
• Strong administration skills.

What you will be doing

You will be responsible for the following:

• Receive walk-in enquiries / complaints from members of the public and direct and assist accordingly
• Assist the Security, Cleaning and Parking contractors with all requests.
• Give directions to the public (walk-ins) re the location of specific offices.
• Wheelchair bookings (where relevant)
• Receive tenant enquiries / complaints, (via telephone / in person / in writing).
• Log complaint / request on the Call & Query System and assign the query to the appropriate person.
• Follow up on progress of action, if feedback has not been received before deadline.
• Reception duties at front desk of office reception (public/tenants/contractors)
• Operation of Switchboard
• Update emergency contact numbers and tenant telephone numbers.
• Take and relay messages for building staff.
• Make bookings for auditorium, where applicable
• Liaise with service providers where applicable
• Send circular letters to clients during break-downs (example: air-con/lifts)
• General typing for the Building Manager
• Send, sort and distribute post
• PA announcements where applicable
• Assist all teams where required