Property Administrator

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

• Review and validate landlord invoices for accuracy, including rent, common area maintenance (CAM), property taxes, and insurance.
• Process and track all property-related payments to landlords and follow up on any discrepancies or billing disputes.
• Track tenant improvement allowances and other reimbursements from landlords.
• Assist with budget preparation and financial reporting related to the company's real estate portfolio.

Turnover rentals

• Ensure that monthly turnover rentals are accrued for and any payment to councils required are made when due and invoiced.
• Ensure timely delivery of annual audited turnover certificates to councils.

Landlord recoveries

• Maintain the landlord tenant installation recovery reconciliation and ensure that all landlords are invoiced on time and in line with the lease agreement.
• Where there is a landlord tenant installation contribution, ensure that the related club capital expenditure is correctly allocated to and reconciled within the landlord tenant installation recovery account.
• Ensure the timely recovery of landlord tenant contributions invoiced.
• Ensure that all landlord funded capex recorded in Microsoft D365 reconciles to the capex project report prepared by the Head of Projects.
• Ensure that supporting documentation provided to landlords is in accordance with the rental contract.
• Ensure the correct split of landlord recoveries between leasehold improvements capex and maintenance capex.
• Maintain detail of actual vs expected landlord recoveries.

Lease administration and management

• Abstract key data points from complex lease documents and input the information into a centralized database or lease management software.
• Track and manage the full lifecycle of leases, from creation and renewal to amendments and termination.

We can't live without… (Minimum Requirements)

• 3–5 years of experience as a Lease or Property Administrator, with a focus on commercial or retail occupier portfolios, is preferred.
• Proficiency in property management software such as MRI, Yardi, or CoStar is often required, as is strong expertise in Microsoft Excel.
• Meticulous attention to detail is crucial for abstracting lease clauses and managing financial data accurately.
• Post-graduate degree in Accounting or Property
• Excellent communication skills are needed for liaising with landlords, internal departments, and store-level employees.
• The ability to interpret lease documents, analyze expenses, and provide insights is highly valued.
• Strong organizational and time management skills are necessary to oversee a large portfolio of properties and their associated documentation.
• Proficient, effective and timely communication
• Fastidious with a high attention to detail
• Complete, accurate and proper record keeping
• Analytically strong
• Ability to interpret lease agreements
• Previous experience focused on analysis, payment and reconciliation of property costs

We'd like you to have… (Attributes)

• Adaptability (must be able to adapt to a fast paced, changing environment)
• Be curious (must be willing to succeed, seek opportunities to learn and grow)
• Have a winning mentality (must be willing to go over and above to achieve success)
• Must be motivated to achieve success.
• A commitment to making a difference in people's lives.
• A Growth mindset
• The ability to work independently.
• Trustworthiness (must always act in doing the right thing)
• A drive to create moments of magic for our members.
• The ability to make decisions and take ownership and responsibility for the decision.
• Action orientation

We'd love you to have… (additional skills)

• Wellness knowledge, to engage and inspire others to take a holistic approach to wellness.
• The ability to be agile.
• The ability to be collaborative.
• High Interpersonal skills (EQ)