Lease Portfolio Administrator

**Purpose of the Job**:
The purpose of the Lease Portfolio Administrator role is to provide administrative and organizational support to the Lease Portfolio Team, ensuring they are fully supported and enabled to deliver on lease portfolio strategic objectives. This includes partnering with team members to understand their needs to deliver effectively, whilst acting as a trusted partner for administrative support efficiency. This role further serves as the face of administrative and organizational support services to both internal and external stakeholders providing an exceptional customer service experience.

Do day-to-day responsibilities include engaging with team members and their requests, assisting with overall lease administration (I.e., renewals, refurbs, enlargement, etc.) in South Africa, Namibia, Lesotho, and Swaziland for approximately 2000 stores, coordinating board resolution documentation and correspondences, supporting Divisions (I.e., Divisional Management) iro center maintenance, ROFR, exclusivity clauses, and ensuring Lessor’s compliance with leases. This may also include managing stakeholder diaries, organizing meetings, managing onboarding of new team members, booking travel, and overseeing the general running and efficiency of the office.

**Job Objectives**:
Prepare, coordinate, communicate, and circulate the resolution pack with various departments (I.e., legal team) and business managers, and maintain the resolution tracking system with accurate and up-to-date information.
Proactively support the team in the achievement of their strategic goals.
Ensure efficient administrative coordination of documents with other teams (I.e., Rent-roll system uploads), including documents for approval to relevant signatories (I.e., sending liquor liabilities to Division).
Assist and coordinate administrative efficiency for departmental audits (I.e., audits for yearly renewals list) as per established procedures and timelines.
Support the lease portfolio team with reports (I.e., annual new store sales), templates, presentations, and meeting agenda and packs as per agreed timelines and standards, as well as following up on deadlines for document submissions, ensuring up-to-date storing of records or data (I.e., photo library) and monitoring for a change in Entity Directorship.
Supply LPMs with Resolution numbers across various entities (SRC, SOK, NSR, etc).
Provide client support to issues raised by Divisions with regards to centre maintenance issues, (I.e., leaking roofs, lack of security/cleaning, parking issues, etc.), and ensure timeous feedback on all stages of maintenance progress.
Provide administrative support in the lease renewal process to support relevant stakeholders in managing viabilities by efficiently preparing rent schedules (from SAP Income Statement & Lease Schedule), resolutions & memos (based on signed renewal viabilities received), and documents (letters, addendums, etc.) for approval /signature.
Prepare relevant correspondence (I.e., letters) requesting the lessor’s action or feedback and monitor progress.

**Qualifications**:
**Essential**
Grade 12 certificate
**Desirable**
Diploma or certificate in Office Management?or a related field.

**Experience**:
+2 years’ experience in a property administration environment or similar with knowledge of providing administrative and organisational support to a team and engaging with clients and stakeholders across functions and levels - (essential).

Proficient with SAP Real Estate (RE) module - (highly beneficial).

Rentals, CPI escalation clauses, T/O clauses, expiry & option dates.

**Knowledge and Skills**:
Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams, and Outlook - (essential).

Understanding of lease agreements with a special focus to - (highly beneficial)

Various renewal term scenarios, as well as being able to read I/S and

Understanding of Sales growths, store contributions, etc. - (desirable).

**Applicant Feedback Policy**: