Administrator: Key Accounts

4 months ago

Pretoria, South Africa City Property Full time

The purpose of the role is to provide administrative support to the Leasing Department.

**Provide administrative support to the Department.**

1. Generate Lease Schedule documents and verify information received from proposed tenant to prepare the lease pack.
2. Gather all pertinent information, including sourcing additional data, for completion of the Lease Schedule deal pack.
3. Be able to interpret Lease Agreements and/or generate the Information Schedule component of the Lease Agreement (and/or generate any Lease Annexures upon request).
4. Conduct quality checks on all lease schedules and supporting documents.
5. Ensure deals are accurately captured on MDA.
6. Compose and send various documents, including rental increase letters and other formal correspondence.
7. Assist in resolving queries from other departments regarding Questionnaires and/or Instructions.
8. Obtain turnover certificates from tenants and calculate the turnover rental due in accordance with the provisions in the lease.
9. Generate instructions to charge turnover rental to the tenant’s accounts and keep records of all calculations and update this on excel regularly.
10. Update the department deals list with new deals and renewals processed; and generate a summary delas list monthly for submission to the department manager.
11. Compare the department deals list with the commercial deals list and submit corrections to the administrator of the commercial deals list.
12. Prepare and send the MDA Reminders monthly to the Commercial Portfolio Managers.
13. Review Lease queries, Monthly leases and Outstanding TI’s with the leasing agents monthly and update tracking sheets accordingly.
14. Provide reports and statistics to the department manager and HOD as requested.
15. Prepare draft budgets for the various portfolio’s annual budgets for the Key Account monthly parking leases.
16. Compile data and prepare financials for the commercial deals portion of the Octodec Integrated Financial Report.
17. Prepare new assessment rates tracker sheet on an annual basis and maintain the sheet, keeping track of all outstanding recons and rates objections/disputes lodged by utilities.
18. Obtain copies of all municipal accounts when rates increases or adjustments occur (for department use in the process of their leasing or account management).
19. Prepare assessment rates recons as requested; and approve any adjustments due to objections and/or increases.
20. Assist Credit Controllers with resolving assessment rates disputes.
21. Assist in resolving queries on tenant accounts and prepare account reconciliations when required.
22. Assist leasing agents and department manager with reports and other administrative duties as required.
23. Generate RFI’s and supporting documentation as and when required; and ensure all instructions are processed correctly.
24. Compile and maintain training documents for various departmental processes.
25. Compile the weekly Steering Committee meeting agenda and submit the necessary documents for approval - Once approved, send out the signed documents to the respective presenter/s after the meeting.
26. Host the Steering Committee meeting on ‘Teams’ and take minutes of the meeting.
27. Maintain all Steering committee related folders and registers.
28. Compile minutes (per the excel format) for the Steering Committee and Monthly Leasing meetings and submit these for approval - Once approved, send out the signed minutes to the attendees of that meeting.

**Working conditions**:
Office Based.

**Qualifications & Experience**:
1. Matric qualification required.
2. Suitable tertiary qualification would be an advantage.
3. 2 years’ experience in office management preferred.
4. 2 years' experience in administration required.
5. Experience with lease preparation would be an advantage. **Skills & Knowledge Required**: 1. MS Office:
a. MS Word - Basic
b. MS Excel - Intermediate
c. MS Outlook - Intermediate
2. Knowledge of MDA would be an advantage.
3. Excellent verbal and written communication are required.
4. Basic understanding and ability to interpret a lease agreement is a requirement.
5. Knowledge and understanding of CIPC &/ FICA documents required.
6. Strong reporting ability preferred.

**Personal **Attributes**:
1. **Problem solving **- The process of working through details of a problem to reach a solution.
2. **Reality testing **- be objective; see things as they really are.
3. **Flexibility **- adapting emotions, thoughts, and behaviors.
4. **Interpersonal relationships** - building mutually satisfying relationships.
5. **Empathy** - understanding & appreciating how others feel.
6. **Independence** - be self-directed and free from emotional dependency.
7. **Multitasking** - dealing with several activities at a time, enjoy being given new tasks before they have finished another.
8. **Teamwork** - cooperation with others, good-natured attitude and encouraging people.
9. **Persistence** - sticking with tasks, not giv

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