New Business and Lease Administrator

3 weeks ago

Pretoria, Gauteng, South Africa Luminary Talent Sourcing Full time
Job Overview

The New Business and Lease Administrator will provide administrative support to the New Business team, focusing on both general office tasks and specialized lease administration. This role requires a detail-oriented individual capable of managing a variety of responsibilities, from coordinating meetings and preparing lease agreements to assisting with new business opportunities and handling tenant communications.

Key Responsibilities
  • General Administration:
    • Provide administrative support to the New Business team, including managing schedules, coordinating meetings, and preparing documents.
    • Handle correspondence, draft emails, and manage communication with internal and external stakeholders.
    • Maintain organized filing systems for documents, both physical and electronic, using tools such as Microsoft 365.
    • Assist in preparing reports, presentations, and other business documents as required.
  • Lease Administration:
    • Accurately prepare, maintain, update, and review lease agreements and related documentation, ensuring compliance with company policies and legal requirements.
    • Assist prospective tenants with their application process and ensure all lease documents are accurate.
    • Maintain an up-to-date database of all lease agreements and tenant information.
    • Track key lease dates, such as renewals, expirations, and rent escalations, and notify relevant team members as needed.
    • Coordinate with tenants for lease-related communications, ensuring queries are resolved efficiently.
  • Document Management:
    • Draft and finalize lease-related documents, amendments, proposals, and agreements.
    • Liaise with attorneys to send instructions for new agreements, review drafts from attorneys, and prepare for final checks by asset managers.
    • Ensure that all lease-related documents are correctly filed, both electronically and in hard copy, and are accessible when needed.
  • Reporting and Record Keeping:
    • Compile and maintain detailed records of leasing activities.
    • Assist in the completion of monthly management reports.
    • Engage in regular administrative and business unit meetings to align with client goals.
  • Market Research and Marketing Support:
    • Support asset managers by gathering market data and staying informed about market trends.
    • Prepare and distribute marketing materials such as brochures, maps, and flyers.
    • Liaise with the marketing department to coordinate marketing deliverables and assist with the creation of marketing materials as required.
  • New Business Development Support:
    • Assist in sourcing new tenants and facilitate communications for the new business team.
    • Support the team with potential new business leads and ensure all necessary documents are compiled and prepared for new business opportunities.
    • Assist in preparing and completing tender documents, proposals, and presentations for prospective clients or partners.
    • Maintain and update various new business-related lists and liaise between departments to coordinate documentation.
  • Core Values Alignment:
    • Uphold and promote PHG's core values of Integrity, Excellence, and Growth in all professional activities.
Requirements

Qualifications and Experience:

  • High school diploma or equivalent is required.
  • A diploma in office administration, property management, or a related field is preferred.

Experience:

Minimum 5 years' experience in a leasing or property management administrative role.

Skills and Competencies:

  • Organizational Skills:
    • Strong ability to manage multiple tasks, prioritize effectively, and maintain accuracy in document management.
  • Communication Skills:
    • Excellent written and verbal communication skills for liaising with tenants, stakeholders, and internal team members.
  • Attention to Detail:
    • High attention to detail, especially in managing lease documents and tracking key dates.
  • Technology Proficiency:
    • Proficient in Microsoft Office 365 (Word, Excel, SharePoint) for managing documents and maintaining electronic records.

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