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Lease Administrator

4 months ago

Cape Town, South Africa Tower Group Full time

Our client based in Cape Town is seeking to employ a Lease Administrator to join their team. 

The Lease Administrator (LA) is responsible for the administration of all the clients' leases throughout the lifecycle of the lease contract from creation, amendments and renewals, to lease termination and moveouts.

The successful candidate will report directly to the Financial Manager. 

The client is a premium, serviced office provider with flexible offerings ranging from virtual to large office space for professionals, entrepreneurs, start-ups and established businesses.

The duties and responsibilities of the Lease Administrator are listed below, however is not limited to:

  • Maintenance of all lease documents, including lease agreements, lease amendments and lease renewals.
  • Ensuring that lease documents comply with policies and procedures which have been established.
  • Maintaining accurate, complete and up-to-date records for all lease documents and other important information.
  • Managing client lease folders on SharePoint (SP) by creating folders per policies and standards, uploading all necessary information and archiving old client folders.
  • Maintain a detailed understanding of all the clauses, terms and conditions as well as any addendums pertaining to lease agreements.
  • Drafting new leases from signed client proposals, using the latest lease template ensuring that information is accurate, special comments are clearly documented as prescribed and are supported by written confirmation from directors.
  • Circulate lease agreements for signature by the client, witnesses and the client representatives.
  • Maintain an intricate knowledge of the pricing structures throughout the organisation that relate to all products and services.
  • Ensure that all tickets applicable to lease administration are managed and completed within service delivery time lines.
  • Performing credit checks and consulting with the Financial manager with regards to any negative credit history.
  • Providing Ops team with feedback on credit checks, after consulting with FM if necessary.
  • Instructing finance (via ticketing system) to invoice the client once fully signed leases are received and ensuring that all relevant information is included to enable finance to invoice accurately.
  • Ensure that the Sales Analysis is accurate and up to date and reflects all existing office leases.
  • Sending out lease renewal reminders within required timeframes.
  • Compiling lease history and documentation for leases which are being handed over for collection.

Knowledge and skills required:

  • Microsoft Office Suite, particularly:
  • Excel
  • Outlook
  • MS365 SharePoint (advantageous)
  • Word
  • Contractual Law (advantageous)
  • Excellent verbal, written and numerical skills.
  • Attention to detail.
  • Administration-orientated and able to manage multiple tasks and goal simultaneously.
  • Effective time management.