Jobs at CBRE Excellerate

About the role

• The Data Analyst is responsible for the day-to-day analysis and administration of lease agreements, ensuring accuracy in lease records, timely processing of lease-related transactions, and compliance with financial and regulatory requirements. Reporting directly to the Data & Tech/Lease Controller, the Data Analyst plays a critical role in maintaining lease documentation, updating data across the various lease administration and financial systems, for processing payments, and coordinating with landlords, finance teams, and internal stakeholders to ensure seamless lease operations.

What will you bring:

Inherent requirements for the position:

• Bachelor’s degree in Data Science, Information Systems, Economics, Finance, Property or a related field.
• 3+ years of experience performing end-to-end data analysis (collection to cleaning to visualization to insights).
• Experience in data validation and accuracy checking.
• Experience working with lease management and financial systems.
• Strong understanding of lease payment processing and documentation.
• Experience in lease administration, real estate, or property management (added advantage).
• Familiarity with lease agreements, financial reconciliation, and IFRS 16 lease accounting (added advantage).

Additional demonstrable requirements:

• Strong analytical skills.
• Attention to detail and accuracy in financial and lease-related data entry.
• Proficiency in lease management systems and Microsoft Office Suite.
• Effective communication and interpersonal skills for liaising with landlords and stakeholders.
• Ability to prioritize tasks and work under tight deadlines.
• Problem-solving skills for resolving lease-related issues efficiently

Performance metrics:

• Accuracy and completeness of lease data, documentation and records.
• Timeliness of lease payment processing and reconciliations.
• Compliance with lease agreement terms and regulatory requirements.
• Effectiveness in lease tracking and reporting.
• Stakeholder and landlord satisfaction in lease administration processes

What will you be doing:
Lease Documentation & Record Keeping:

• Maintain and update lease agreements, amendments, and other related documents in the relevant lease management system
• Ensure all lease records are accurately documented and stored in the lease and document storage sytem(s).
• Track key lease dates, including commencements, expirations, renewals, and break clauses.
• Assist in the preparation of lease-related reports for internal and external stakeholders.

Lease Payment Processing & Reconciliation:

• Verify rent calculations, service charges, and lease escalations for accuracy
• Assist in the reconciliation of lease payments with financial records.
• Coordinate with the finance and accounts payable teams to resolve any lease related billing discrepancies.

Compliance & Regulatory Support:

• Ensure lease agreements comply with company policies and relevant regulations.
• Support compliance with IFRS 16 lease accounting standards by providing accurate lease data.
• Assist in audits and regulatory reviews by preparing necessary lease-related documentation.
• Work closely with the Data & Tech/Lease Controller to ensure financial reporting accuracy and regulatory compliance.

Stakeholder & Landlord Coordination:

• Act as the first point of contact for landlords regarding lease administration matters.
• Coordinate lease-related communications between landlords, legal teams, and internal stakeholders.
• Support the Transaction Management team in lease negotiations, renewals, and dispute resolution.

Lease Portfolio Monitoring & Reporting:

• Generate lease portfolio reports, including rent rolls, upcoming lease expirations, and financial obligations.
• Maintain a lease tracking system to provide visibility into upcoming critical lease events.
• Ensure timely submission of lease-related reports to the Data & Tech/Lease Controller and/or Transaction Management lead and senior management.
   

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Main purpose / objective of the position:

• To establish and maintain effective support services for the property management functions of the portfolio, primarily the administration of Lease Agreements. To effectively manage the portfolio on a Regional Basis, the objectives being the reduction of rental expenditure and accurate recording of lease terms.

Operational Deliverables:
Will include, but not limited to:

• Attend to leasing and lease renewals, rent reviews, negotiations and documentation  relating to obtaining approvals and acceptance of leases, facilitating the signing of lease agreements
• Capturing of all new lease agreements, lease renewals and lease corrections on SAP.
• Assist accounting services, (Credit control), by arranging payment and/or invoicing of rentals, adjustments, reconciliations, variance reporting and vendor/customer creation.
• Assist in compiling deviation reports and communicate. Implement preventative steps to prevent recurring.
• Keep, maintain and update detailed monthly status updates of own building classifications.
• Assist with compiling property related reporting schedules.
• Actively maintain a reminder system to ensure finalisation of all matters pertaining to lease administration.

Decision making authority:

• Works within the broad framework of existing policies and guidelines, as amended from time to time. Required to work strictly within prescribed rules, routines & standards.

Experience / Education / Knowledge:

• Grade 12 or relevant qualification equal to NQF level 4
• Additional Property related qualification of any NQF 5 or higher
• A Bachelor’s Degree in Finance, Property Management, Business or Accounting will be an advantage
• At least 3-5 years relevant experience in Property Management/Administration, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services
• Knowledge of South Africa’s property industry, property markets and general administration/Accounting/Finance acumen.
• Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement
• ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures

Skills required:

• Typing, Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
• Telephone Skills
• Administration and organisational skills
• Presentation skills
• Interpersonal skills
• Negotiation skills, i.e. leasing or brokering
• Analytical/sound numeracy skills

Competencies required:

• Communication (both verbal and written)
• Customer and quality focus
• Interpretation of legal contracts and negotiations
• Attention to detail
• Time management
• Methodical
• Problem solving
• Be able to handle stress in demanding situations
• Attention to deadlines
• Initiative
• Self confidence
• Assertiveness
• Impact and Influence
• Teamwork and co-operation
• Self-starter
• Integrity
• Diligent
   

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Main purpose/objective of the position:

• Payment of clients’ rental and/or utility accounts to ensure accurate cash flow and control of all vendor accounts and relevant expenses in a timely and efficient manner.
• Manage and maintain good, long-term vendor and client relationships while providing financial, administrative, and clerical support to the organization.

What you will bring:

Experience / Education Required:

• Minimum of Grade 12 with Accountancy as subject or equivalent qualification/training.
• Bachelor’s degree in finance or accounting will be advantageous.
• Minimum 2 years’ relevant experience.

PC and Functional Skills Required:

• Typing, Computer literacy: (Advanced MS Office, MS Word, MS Excel, PowerPoint,
• Contract Creation & Procurement system, SAP ECC)
• Detailed knowledge of all financial policies, procedures and processes, Contract
• Management

Competencies Required:

• Professional & Comprehensive communication and influencing
• Planning and Organising
• Analytical Thinking
• Problem-solving (queries and reconciliations)
• Decision making
• Financial and Business Acumen
• Attention to detail and Accuracy
• Performance Focus (productivity and daily planning)
• Customer / Client Focused
• Able to handle high-pressure environment

Major drivers of work volume:

• Number of vendors and profile of portfolio.
• Interface / relationships with:
• Internal: IT, Finance Manager, Account Payable Controller, Accounts Payables
• Administrators; Snr Accounts Payables Administrators; Leasing Payables team
• External: Vendors, Client

What you will be doing:

Operational Deliverables:

Will include, but not limited to:

• Proactive management of vendor/creditor accounts. Analyse trends and identify ways of improving processes.
• Maintain a tracker for a complete list of allocated accounts. Ensure accuracy and completeness for invoices received, captured, and paid.
• Ensuring that all invoices received are VAT compliant. Communicating with creditors to correct invoices if issues are identified. Ensuring banking details are correct when submitting for release of payments on the bank.
• Capturing and reconciliation of invoices/statements to ensure accuracy and completeness. Ensure all entries are verified and compare system reports to credit statements.
• Filing of reconciliations on a centralized system.
• Maintenance of accurate records for each allocated account.
• Responsibility to communicate, investigate and resolve queries via phone, email, and/or meetings to be initiated.
• Always ensure that all stakeholders are provided with regular feedback on the requests received.
• Actively maintain a reminder system to ensure the finalisation of all matters pertaining to queries and payments.
• Payment proposal sign-off before finalisation of payment runs. Checks to include but not limited to:       1) invoices on hand, 2) correctness of amount, 3) correctness of bank details on SAP vs invoice.
• Requesting outstanding invoices from Eskom, Municipality or Private Landlord (Dependent on the list of allocated accounts per administrator).
• Actively handling and resolving disconnections (and other queries) until finalised - being cognisant of the SLA - to ensure targets are met.
• Proactively identifies concerns not aligned with workflow processes and procedures and takes proactive steps to address them within the area of control.
• The incumbent must be able to execute the business objectives and plans as defined by Management by applying material and manpower resources to achieve objectives.

Decision-making authority:

• Works within the broad framework of existing policies and guidelines, as amended from time to time.
• Required to work strictly within prescribed rules, routines & standards.