Job Vacancies at City Property Administration (Pty) Ltd

Description:

Generate and review lease documents;

• Document generation must be completed on the same day of receiving the application and within the average target task time.
• Check Lease Agreements & Lease Schedules for errors when documents are generated.

Accurate lease documents;

• Review all the information on the lease schedules and lease agreements for completeness and accuracy. All additional information needs to be completed in full and accurately.  This include any Data Management instructions that need to be completed.

Internal Credit control check;

• Perform MDA Blacklisting, bank account details, next of kin and employment checks on all applications and note accurately to documentation and Bookit.
• Manual checks must be completed on the same day of receiving the application and within the average target task time.

Administration;

• Handle, investigate and resolve all administration queries within the set targeted time from receipt to resolve.
• Complete pro-forma invoices when required on request from prospective tenants.

New applications and renewals;

• Capturing of new applications accurately
• Ensuring that all required supporting documents are attached/provided, eg: Copy of ID, latest payslip, 3 month's recent bank statements, vacancy list, ITC report and MDA blacklisting.  Tenant transaction and deposit listing (MDA) needs to be attached (if an existing tenant).
•  Generating addendums for renewals and rent reductions.
• Assist tenant with the signing of rent reduction addendum and updating MDA notes.
• Send signed addendums to supervisor for final checks.
• Ensure that first contact with the client is done within the SLA time frame of the ticket being created.
• Regular follow ups and updates notes on Freshdesk with all communication with tenant.
• Updating the final notes on Freshdesk and send for completion to Supervisor to ensure that targeted turnaround times for ticket completion are met. Working conditions:
• Office Based.  No travelling will be required. Saturday work from 08h00 until 12h00 will be required.

Requirements:

Qualifications & Experience:

• Matric qualification required.
• Post school qualification in office administration preferred.
• 1 year experience in office administration required.

Skills & Knowledge Required:

• MS Office Skills required
• MS Word - Basic
• MS Excel – Basic
• MS Outlook – Intermediate
• Proficiency in telephone etiquette and business language
• TAS and MDA knowledge preferred
• Paym8 knowledge would be an advantage 

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Description:

• The purpose of the role is to successfully lease vacancies & build sustainable relationships through efficient responses to incoming leads and queries.

Ensure the successful leasing of all properties to meet set targets.

• Timeous and professional attendance to all incoming leasing enquiries and walk-in customers.
• Ensure the needs and suitability of the prospective tenants is accurately assessed and correctly allocated to the relevant Leasing Agent.
• Prepare all leasing deals accurately and timeously and present to prospective tenant for required signatures.
• Obtain approval on leasing deals from Portfolio Managers and/or relevant Manager and according to SODA regulations.
• Follow up on all deals and provide feedback to the relevant Manager/ Leasing Agents.
• Attend all required meetings to provide feedback on all active leads.
• Ensure all leasing enquires on the CRM system (Freshdesk) are managed and resolved within the required time frame.
• Communicate specific and special leasing requirements to all relevant stakeholders.
• Reduce vacancies in order to increase long- term income and meet set targets.
• Ensure all reports, correspondence & proposals are done accurately and is well presented.
• Support Commercial, Retail & Key Account leasing team with tasks to increase efficiency of deal processing.
• Assist leasing team with quotes for prospective tenants.
• Cold calling potential tenants on behalf of the leasing agents when needed.

Facilitate the successful installation of the tenant;

•   Follow business processes in terms of tenant installation requirements.
•   Successfully hand over the premises once the deal has been approved.

Conduct market research to ensure that vacancies are filled timeously;

• Be familiar with all buildings & vacancies in portfolio to ensure that appropriate tenants are placed for the market and area.
• Collaboration with leasing team to provide guidance regarding vacancies and potential tenants.
• Working conditions: Primarily office based with occasional traveling.

Requirements;

Qualifications & Experience:

• Matric required.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) preferred.
• Diploma or tertiary qualification preferred.
• 3-5 years’ experience in sales, customer service or leasing required.
• Code 08 Driver License required.
• Freshdesk an advantage.

Skills & Knowledge Required:

• MS Word – Basic
• MS Excel – Basic
• MS Outlook - Basic
• Basic knowledge of MDA required.
• Basic knowledge of SharePoint required.
• Proficiency in English required.