Administrative Property and Contract Coordinator

1 month ago

Pretoria, Gauteng, South Africa Intercare Full time
About the Role

We are seeking a highly skilled Administrative Property and Contract Coordinator to join our Corporate Services division in Pretoria.

This role will play a crucial part in ensuring the effective management of all property-related and rental matters for the Intercare Group. The ideal candidate will possess excellent problem-solving skills, attention to detail, and strong written and verbal communication skills.

Key Responsibilities
  • Load new Lease Agreements and Renewal Lease Agreements on the MDA system.
  • Terminate Tenant agreements expiring on the MDA system and ensure charges are stopped.
  • Maintain accurate information on the MDA system, including tenant, property, owner, and supplier/landlord related.
  • Oversee efficient flow of documentation between the Tenant Committee, Practice Manager, Tenant, and Facilities department through continuous communication and follow-up.
  • Perform any ad-hoc duties as and when required.
  • Assist with queries and presenting of information to Management upon request.
  • Liaise with attorneys regarding tenants or landlord issues.
  • Reconcile Landlord Accounts and Tenant Accounts.
  • Check calculation of Rent Quotations for potential new tenants.
  • Manage negotiation of lease agreements with new potential tenants and ensure tenants are set up in the new premises.
  • Report maintenance issues to Landlords and ensure resolution.
  • Ensure contract adherence with regards to all tenant contracts.
  • Proactively manage contract expirations and commence the renewal and cancellation process in time.
  • Review rental contracts and ensure compliance with the organisations' standard terms and conditions.
  • Finalize and send out all tenant statements/invoices.
  • Verify capturing and calculation of all variables & utility charges.
  • Implement controls for accurate billing, including sending Tenant Statements and Rent Rolls to Practice Managers, Finance, and Operations.
  • Align MDA account mappings with Finance/Accpac, handle account changes, assist with queries, and facilitate timely tenant deposit refunds.
  • Obtain approval for bad debt write-offs, update MDA system accordingly, and manage landlord/supplier invoices.
  • Address and communicate effectively with landlords regarding charges.
  • Establish strong relationships with internal and external customers.
  • Lead monthly Lease Management meetings, review meeting minutes, and address queries professionally.
Requirements
  • BCom degree or related qualification.
  • At least 4 - 5 years proven experience in contracts and property management.
  • Excellent problem-solving skills and attention to details.
  • Strong written and verbal communication skills.
  • Driver's License and own reliable vehicle.
  • Ad Hoc travel required attending meetings with potential tenants and current tenants.

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