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Property Administrator
2 weeks ago
**Our purpose** is
To _change people’s lives for the better through wellness_. We are passionate about supporting people to lead healthy fulfilled lives by providing a space where they can focus on their physical, mental and social well-being.
Our mission is to create an environment where wellness works for everyone. At Virgin Active wellness is not just about fitness
- it’s about creating real experiences that support members in their holistic health journey.
We provide a luxury wellness environment that fosters personal growth, community, and transformation. Our approach is accessible, inclusive, and built on the foundation of social wellness. We operate as a full-time onsite function - because we believe the best ideas come to life when we’re collaborating in person, sharing thoughts, and building together.
Our wellness offering is built on core pillars which define who we are and how we deliver on our promise:
- _
Refreshing Real Experiences_: Authentic, engaging experiences that inspire lasting wellness.
- _ Holistic Wellness_: A comprehensive approach integrating fitness, mental health, nutrition, and recovery.
- _ Curated Guidance and Progress_: Personalized coaching and programs to support sustainable progress.
- _ Communities Without Conformity_: Diverse, welcoming environments where everyone feels empowered.
**Your Purpose...**
- With the assistance of the National Property Asset Manager, the Legal department and the Facilities team, ensure proper and complete compliance with the terms of all signed rental agreements.
- Ensure proper, timely and professional communication with all landlords to ensure that good relationships are maintained.
- Provide support to the National Property Asset Manager in respect of all landlord billings and payments
**Your Duties and Responsibilities....**
Compliance and Communication
- Ensure that all landlord accounts are up to date and all agreed terms have been complied with.
- Prepare and complete the monthly landlord payments file, together with summary and performance against budget.
- Ensure that all landlords are paid by the 1st working day of the month in accordance with the lease agreement.
- Communicate effectively to all relevant internal stakeholders all long outstanding amounts charged or where amounts charged are not in accordance with the lease agreement.
- Ensure that all monthly payments and remittances are delivered to landlords.
- Ensure that appropriate property related accruals which need to be recognised where the obligation may exist are communicated to the financial accounting team.
- Together with the utilities administrator, ensure that all utilities charged by landlords and councils are appropriately approved and paid on time.
- Continually liaise with the legal team, the national property asset manager, the facilities director, regional facility managers and the property administrator to ensure that all contract changes, settlement agreements or any other obligations that may arise are identified, recognised and settled appropriately.
- Provide periodical support to the National Property Asset Manager and Facilities Director.
- Ensure cordial and professional communication with all landlords and councils, and together with the National Property Asset Manager, Facilities Director and Legal team ensure prompt and effective resolution to all communications.
- Maintain organized and up-to-date physical and electronic files of all lease agreements and related correspondence.
- Track and ensure that all required Certificates of Insurance are on file and current.
- Liaise with the company's legal department to address any lease-related issues or to assist with new agreements and amendments.
- Ensure the company's lease obligations are being met across all locations.
- FICA compliance
Record-keeping
- Ensure that the rental database is kept up to date and the rent recorded is agreed to a signed lease agreement.
- Ensure that a monthly reconciliation for each account reconciling what has been paid and recognised to what has been invoiced is completed - such reconciliation should highlight any unpaid or disputed amounts.
- Ensure that all property payments have been accurately and completely recorded in the correct general ledger account, period and cost centre account.
- Ensure that any backdated adjustments of rent or rates due to an agreed revision, are correctly accounted for by the landlord.
- Track and maintain record of all amounts invoiced to landlords, including amounts recovered by way of instalments (off-set against monthly rental paid).
- Maintain the monthly contractual rental database ensuring that the database agrees to all monthly contractual rent including option periods.
Reporting and analysis
- Prepare and generate reports on lease data, expenses, and portfolio status for internal stakeholders.
- Perform analysis on property expenses and lease terms to help identify cost-saving opportunities or issues.
Financial oversight
