Administrator - Documentation

7 months ago


Southern Suburbs, South Africa Growthpoint Properties Full time

Job Title and Job Grade

Administrator - Documentation

Job grade: B4

Job Purpose

To support the respective business units in delivering high-quality lease documentation. The leases must always be done timely and accurately in accordance with agreed policies and procedures, statutory legislation requirements and standard company practices.

Role Location

Growthpoint Head Office in Claremont, Cape Town.

Working Conditions

This position is office based and works on a normal 40 hours a week. Busy periods may require extra hours to ensure deadlines are met.

Reporting Manager

The Administrator - Documentation reports to the Senior Administrator - Documentation.

Budget Responsibility

No direct budget responsibility. However ensure that leases are expedited onto MRI for budgets.

Duties and responsibilities
- Lease Document Management Process i.e.:
Draft Lease Agreements - new deals/ renewals, addendums and all related documents.

Required documents - ensure all required documentation is received before drafting.

Accuracy - attention to detail when loading.
- Manage the entire MRI process - ensure scanning and uploading of all documents into MRI and ensure all leases/rentals are loaded correctly.
- Documentation deadline management - ensure all deadlines are met.
- Liaise with SBU’s and Leasing consultants, if and when applicable.
- Capturing of Lease Agreements on all relevant systems.
- Ensure debit orders are captured timeously and accurately and debit order forms to be filed and uploaded to Sharepoint or MRI.
- Lease distribution - print and/or send leases as pdf.
- Attend to lease audits every quarter.
- Lease tracking - track budgeted renewals, vacancies, new leases in an excel spreadsheet.
- Attend report back meetings on outstanding leases, renewals, new leases and all related matters. i.e. GOBI, Offers.
- Assist team members and the department where necessary for instance should a team member be sick or on leave.
- Ensure workflows are actioned and completed daily.
- Send out Outstanding leases report to all sectors and capture notes.
- Attend meetings for training.
- Comply with the Popi act and with Growthpoint policies and procedures.

Experience
- 2 -3 years of experience in an Administration, Secretarial, Data Capturing Environment.

**Qualifications**:

- Matric prerequisite
- Post matric or Property qualification will be an advantage

Competencies
- Computer literacy
- Ability to draw leases, draw schedules/reports on system
- Good communication skills - written and verbal
- Time management skills essential
- A good mix of interpersonal and administrative skills
- Good problem-solving skills
- Excellent touch-typing skills with a high accuracy rate essential

Personal Attributes
- High attention to detail
- Client focused at all times (internal & external)
- Ability to cope under pressure
- Hardworking and highly organized
- Excellent interpersonal skills and a team player
- Excellent time management skills
- Proactive, self-starter with initiative
- Flexible
- Ability to multitask

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