Job Opportunities at Broll

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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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 Summary:

• A Legal Administrator in the Group Legal division must be self- driven, highly organized, strongly focused on detail and willing to grow exponentially. The Legal Administrator will be tasked with supporting and assisting the Group Legal division wherever necessary.

Skills Required:

• Excellent administrative and organisational skills, with the ability to manage multiple tasks simultaneously
• Strong communication and interpersonal skills, with the ability to build relationships with internal and external stakeholders
• Ability to work independently and as part of a team, with a positive and proactive attitude
• Proficient in Microsoft Office and Microsoft Excel and basic computer skills
• Attention to detail and ability to maintain accuracy under pressure
• Ability to maintain confidentiality
• Willingness to grow as an individual and enhance, develop legal skill set.

Qualifications:

• At least 5 years’ relevant experience
• Matric Certificate with minimum requirements for University admission

Key Responsibilities:

General:

• General administrative tasks
• General Office management within the division which includes monitoring and managing all and any issues pertaining to the work environment in Group Legal such as the air-conditioning, printers, logging of calls, ordering of stationary
• General filing and maintaining of cupboards/safes as well as online folders and scanning in of original agreements and providing signed electronic copies where requested by the business
• Filling out of documents and applications (credit/vendor/membership applications)
• Updating the Tenders register and filing of tender submissions. Following up on copies of tender submissions and tender outcomes once a week and provide updates internally
• Maintaining register of latest templates utilized and updated by the legal team
• Facilitating the signing of original packs and electronic uploading of documents for signing on DocuSign as and when required and filing the hard and soft copies accordingly
• Assisting with obtaining approval for payments of invoices and following up with finance for proof of payments

Banking

• Assist with maintenance and administration of all bank accounts
• Assist with banking requests as and when required
• Notifications, and management of instances of fraud with the various affected banking institutions such as sending investigation requests to the relevant bank with regards to allegations of fraud as and when received from the various internal stakeholders, updating of the appropriate register and ensure that the issue is closely monitored and resolved, keeping all stakeholders informed
• Company Secretarial
• Updating the Trademarks register with new applications and renewals, filing (hard and soft copies) and updating of the register (under supervision)
• Filing resolutions (hard and soft copies) and updating the resolutions register (under supervision)
• Assisting with requests for company information/documents , KYC/FIC requests
• Updating the various registers and schedules which include but not limited to, the guarantee’s register, the Annual Returns, Company information sheet schedule, banking registers, lease register
• Diarizing important dates for renewals, submissions
• Audit assistances as required
• Capturing and regularly updating the SARB register with new applications and renewals, filing (hard and soft copies) and updating of the register

Legal Liability matters (insurance claims)

• Assist with filing hard and soft copies monthly
• Capturing incidents and updates on the liability report, monitoring of important dates and keeping the team informed
• Memberships/renewals
• Completing and submitting new applications and processing of renewals of various membership registrations, updating the registers and provide updates internally