Lease Administrator

**POSITION PURPOSE**

Responsible for lease administration as assigned. Keeps tenant records, deposit and lease fees accounts accurate and current. Completes related reports, summaries, and records, and performs related clerical duties.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

- Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:

- Terminates tenant accounts on instruction and notifies departments
- Captures journal entries:

- Lease Fees & Deposits & appropriation of deposits- Advises meter readers of changes
- Arrange invoices for tenants paying deposits/rental in advance
- Upload all relevant documents to BOL & send original lease for archiving
- Electricity & Water Adjustments - Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
- Send tenant copies of signed lease & offer
- Credit rating procedure
- Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:

- Drafts and prepares leases
- Keep register of all lease movements
- Captures and Processes lease agreements via owner’s approval form
- Cedes leases
- Prepares, cancels and amends Lease agreements, Addenda and Suretyships
- Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly
- Reconciliation of deposit account
- Adhering to assigned deadlines & timelines as required
- Ensuring all processes in terms of lease tracking are adhered to
- Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management
- Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
- Assists Portfolio Management personnel as needed
- Keeps management informed of area activities and of any significant problems
- Attends and participates in management meetings & take minutes of such meetings
- Assumes responsibility for related duties as required or assigned
- Completes special projects as assigned
- Any other duties related to loading and processing of lease renewals & administration thereof
- Update & maintain lease audits
- Update & maintain building lease profiles
- Upload monthly leasing reports for management packs
- Prepare monthly executive summary for reporting to leasing manager

**PERFORMANCE MEASUREMENTS**

- Lease documents, records, and reports are accurate, current, and timeously submitted
- Good working relations exist with company personnel
- Good communication and coordination exist with Leasing Manager - Provide Assistance as and when required
- Management is appropriately informed of area activities
- Lease administration is completed in accordance with established standards, policies, and procedures

**QUALIFICATIONS**

- Education/Certification: Matric
- Good understanding of “Legal Leases”
- Basic understanding of accounting practices

**SKILLS/ABILITIES**

- Well organized and detail oriented
- Good math skills
- Excellent grammar and spelling skills in business
- Good attention to detail and accuracy
- Cooperative and willing to assist others
- Excellent communication skills
- Administration skills
- Dependable
- Self-starter
- Excellent computer skills
- Flexible
- Good interpersonal skills
- Able to use PC, calculator, and other basic business mechanisms