📍 Location: Pretoria, Gauteng
💼 Department: Leasing
📅 Job Type: Office-based
Role Purpose
To provide comprehensive administrative support to the Leasing Department, ensuring efficient handling of lease documentation, reporting, coordination, and communication within internal and external stakeholders.
Key Responsibilities
Administrative Support
- Prepare and verify lease schedule documents based on tenant submissions for the lease pack.
- Gather and source all necessary information to complete the lease schedule deal pack.
- Interpret lease agreements and compile the relevant lease information schedules and annexures when required.
- Perform quality checks on lease schedules and supporting documents.
- Accurately capture leasing deals on the MDA system.
- Draft and issue various communications such as rental increase letters and formal notices.
- Address and resolve queries from other departments regarding instructions or questionnaires.
Lease Management & Reporting
- Collect turnover certificates from tenants and calculate turnover rentals as per lease provisions.
- Generate instructions to apply turnover rental charges and maintain calculation records in Excel.
- Update and maintain the department’s deals list, including new deals and renewals, and submit monthly summaries to management.
- Cross-check department deals with the commercial deals list, identify discrepancies, and coordinate corrections.
- Distribute monthly MDA reminders to Commercial Portfolio Managers.
- Review lease queries, monthly leases, and outstanding tenant improvements with agents, and update tracking accordingly.
- Prepare reports and statistics as requested by management.
Budgeting & Financial Reporting
- Draft parking lease budget inputs for key accounts.
- Compile commercial leasing data for inclusion in the Integrated Financial Report.
- Track and update the annual municipal assessment rates tracker, monitoring outstanding reconciliations and disputes.
- Retrieve municipal account copies in cases of rate adjustments or increases.
- Prepare assessment rates reconciliations and approve adjustments resulting from disputes or objections.
- Assist Credit Controllers in resolving assessment rate-related issues and tenant account queries.
Committee & Meeting Administration
- Generate and process RFIs (Requests for Information) and relevant supporting documentation.
- Develop and maintain departmental training documentation.
- Compile agendas and documentation for Steering Committee meetings, distribute post-approval communications, and host the meetings via Teams.
- Take minutes during Steering Committee and Monthly Leasing meetings, submit for approval, and circulate once finalized.
- Maintain folders and records related to committee activities.
Qualifications & Experience
- Matric (Grade 12) required.
- Relevant tertiary qualification is advantageous.
- Minimum 2 years of administrative experience (office management experience preferred).
- Prior exposure to lease preparation is a plus.
Skills & Competencies
- MS Office proficiency:
- Word (Basic)
- Excel (Intermediate)
- Outlook (Intermediate)
- Familiarity with MDA software is advantageous.
- Strong written and verbal communication skills.
- Basic understanding of lease agreements and the ability to interpret them.
- Knowledge of CIPC and FICA documentation is beneficial.
- Strong analytical and reporting capabilities.
Key Personal Attributes
- Problem-solving: Ability to assess and resolve issues effectively.
- Attention to detail: Accuracy in documentation and processes.
- Planning & organization: Capable of managing multiple tasks and priorities.
- Flexibility: Adaptable to changing responsibilities and situations.
- Empathy & teamwork: Collaborative approach with good interpersonal skills.
- Persistence & follow-through: Completion-oriented and diligent.
- Analytical thinking: Able to break down complex issues logically.
- Rule adherence: Strong compliance with policies and procedures.
