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Lease Controller

3 months ago

Johannesburg, Gauteng, South Africa CBRE Excellerate Full time

Position Purpose/Objective:


To manage and control all contracts and effectively manage the portfolio on a Regional Basis, the objectives being the reduction of rental expenditure and maximising rental income.

Take responsibility for data integrity (building and tenant). Handle audit queries. To control all aspects of Leases, i.e. Accounts and Financial. To oversee the financial processes and reporting to clients. To establish and maintain effective support services for the property management functions of the portfolio.

Decision Making Authority:

  • This position operates within budget parameters and the broad framework of existing policies and guidelines, as amended from time to time.

Major Drivers of Work Volume:

  • Complexity of reporting requirements, number of leases and profile of portfolio.

Essential Functions and Basi Duties

Responsibilities

  • Manage leasing and lease renewals, rent reviews, negotiations and documentation.

relating to obtaining approvals and acceptance of leases, facilitating the signing of lease agreements (from a Landlord and Tenant perspective).

Oversee capturing of all new lease agreements, lease renewals and lease corrections on SAP.

  • Assist accounting services, (Debtor and Credit control), by arranging rent collection and payment of rentals, adjustments, reconciliations, variance reporting and vendor creation.
  • Compile deviation reports and communicate. Implement preventative steps to prevent recurring.
  • Keep, maintain and update detailed monthly status updates of own building classifications (Operational, Investment and Tenant Occupied).
  • Assist with the compiling of budgets for rentals and domestic services, i.e. income and expenditure projections, forecasts and budget vs. actual costs.
  • Maintain databases of property management systems for Company owned and leased premises.
  • Compile property related reporting schedules.
  • Assist in maintaining asset register of National Property Portfolio.
  • Oversee tenant management and administration, i.e. tenant retention by meeting with tenants and responding to their needs.
  • Assist and interact with Business Units and Third Parties in respect of additional space requirements (companyowned and leased) and maintenance requirements.
  • Coordinate and facilitate the restoration of vacated premise together with theceasing of payments.
  • Compile business cases or motivations to secure funding for upgrade of own buildings and emergency repairs.
  • Write holistic, comprehensive and comparative submissions which will include ROI, IRR and Breakeven analyses plus visual aids to allow for informed decisions.
  • Actively maintain a reminder system to ensure finalisation of all matters pertaining to lease administration.

Interface/Relationships

Internal:
Leasing Team, Finance, IT, Technical Consultants

External:
Tenants, Landlords

Minimum Requirements

Qualifications and Experience**:

  • 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 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

  • Knowledge of Capital expenditure, tax (including VAT)
  • Basic knowledge of contract law and contract management
  • Knowledge of South Africa's property industry, Asset Management, property markets and general administration/Accounting/Finance acumen
  • Knowledge of the legal requirements for leases, the financial aspects of leases and the essentials of a lease agreement
  • EPS Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures

Skills Required:

  • Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
  • Financial calculation and reporting skills
  • Administration and organisational skills, presentation skills, Interpersonal skills
  • Negotiation skills, i.e. leasing or brokering
  • Analytical thinking and sound numeracy skills
  • Problem solving and decision making skills

Competencies Required:

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