Lease Manager

Position title : LEASE MANAGER
Position reports to : KEY ACCOUNT MANAGER
Business Unit : PORTFOLIO SERVICES

**Main purpose / objective of the position**:
Responsible for organizing, planning, directing, and controlling all operations of the Lease
Out Department. Oversees all Leasing functions including the control and management of
leasing agreements and related documentation. Performs periodic evaluation of Leasing
policies and procedures and modifies as needed. Ensures that established policies,
procedures, and legal requirements are followed. Coordinates activities, ensuring that all
subordinate areas of responsibility support Company objectives. Trains, directs, and
appraises personnel. Ensures that services are delivered professionally and efficiently.

**Operational Deliverables**:
Will include, but not limited to:
1. **_Assumes responsibility for the effective and efficient administration and_**
**_performance of Leasing functions:_**
a. Ensures final sign-off on all leasing documents, i.e.
- Estimates/Quotations
- Owners Approvals
- Leases before sending to tenants
- Leases before presenting to Client for signature
- Check that SAP and lease track process is followed
- Assist Leasing Team with documentation, negotiations, etc.
- Responsible for the leasing team and the leasing process from start to
- ensuring the leases are accurately prepared and signed off.
- Maintaining of standard Client leases and hybrid leases, updating as and
- where required.
- Reporting executive summary, obtaining information, compiling and amending
- where required.
- Monthly leasing pack to Client, updating monthly reporting on SAP, update
- reporting comments on BI, check reports, update commentary where required
- and managing process.
- Follows up on generating of invoices, checking calculations, pre-billing sign-off, presenting of forecasts and potential income.
- Ensure professional and efficient communication between Client and managing agent.
- Ensures that Leasing actions are thoroughly documented and circulated to all role players within team.
- miscellaneous Leasing and administrative functions as required from time to time by the Client.
- Ensure monthly close off deadlines are adhered to.

2. **_Assumes responsibility for ensuring that professional business relationships are established and maintained with tenants. Assisting Debtors Department with account queries and tenant liaison as requested:_**
- Represents the Company in lease negotiations and agreements with tenants, which shall include effective written communication.
- Fields tenant queries and follows up, updating the database accordingly.
- Undertakes site visits if required, and meeting of tenants on site, submitting minutes of all meetings held ensuring all is documentation thoroughly.
- Ensures that requests, questions, and problems are courteously and professionally resolved.
- Ensures that communications are professional, effective and efficient.
- Ensures that the Company’s professional reputation is maintained.

**3.**_Assumes responsibility for the effective and efficient budgeting:_**
- Ensure that Client income is appearing correctly on budgets and forecasts.
- Regularly updating market rentals ensuring it remains relevant.

**4.**_ Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management. Ensures professional and efficient communication between Client and Managing Agent:_**
- Assists, serves, and informs related departments as needed.
- Coordinates Leasing efforts with related departments.
- Provides recommendations to improve Leasing processes and effectiveness and ensure the integrity of Department processes.
- Completes required reports, records, and other documentation as required within the reporting timelines per mnsures effective and efficient internal communication.
- Attends and participates in management and portfolio meetings and committees as required.
- Assumes responsibility for related duties as required or assigned by the Client:

- Ensures that changes in legal requirements and government regulations are integrated into current practices.
- Stays informed regarding changes in Leasing practices and trends.
- Completes special projects as assigned.
- Ensures that shared drive is updated with all relevant transactions and recording of transactions pending

**Decision making authority**:

- As mandated in terms of Client SLA. This position operates within budget parameters and the broad framework of existing policies and guidelines, as amended from time to time.

**Experience / Education / Knowledge**:

- Grade 12 or relevant qualification equal to NQF level 4
- 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 acco