Job Description

Large Property concern in Rosebank requires an experienced Portfolio/Leasing Administrator with 2 - 3 years experience in the property industry.
The Portfolio Administrator will be responsible for co-ordinating, compiling and capturing of all the data to ensure the quality and data integrity of MDA and other systems are held to the highest standard. The core focus of this role is to ensure the data captured is accurate and that all CRM cases are attended to in a timely fashion to avoid any delays in the CRM circulation procedure.
Key Responsibilities:
Leasing Administration (Admin related to prospective tenants/ clients)

• Creating and maintaining all Leasing Advertisements on Propdata, Property 24 and other platforms.
• Weekly update Master Prospect Sheet: closing completed cases on instruction
• Update Pipeline and Signed Leases summary sheets from team meetings and finalise for Manco reporting.
• Answer the commercial cell phone, landline, as well as email enquiries. (with a maximum of 24 hour turnaround time during working hours)
• Follow up on leads: missed calls from the weekend and other.
• Capture / load completed Lease Reviews (CRM cases) - Ensuring that all the information on the lease is correct. This data is used for billing:
• Legal Entity
• Name & Address Details
• Allocation on the floor plans
• Square Meters as per SAPOA
• Special conditions reviews
• Beneficial occupation period
• Lease Period
• Rental & Deposit Amounts
• Liaising with RM/Legal to correct errors on Lease Agreements
• Correct Lessee information as per the FICA docs

• Create new tenant accounts on MDA and update tenant information.
• Allocate tenants to units.
• Allocate rate per square meter on MDA as per AM Budget.
• Attaching all applicable documents and information to MDA and Other Systems.
• Inform Finance of new lease agreements/addendums and errors or amendments
• Application Management for Leasing (Leasing App) To Be Implemented

*

• Administration MDA Project (administration related to existing clients/ properties)

• Ensure updated SAPOA Plans are attached to each property (Units on MDA to correspond with the SAPOA plans).
• MDA data & server update project.
• MDA data - continued maintenance.
• Create and update tickets Spiceworks tickets generated from Leasing Manco and produce Action Register for Manco.
• MDA Champions- Ensure that communications are efficient and timely by taking and distributing minutes.
• General admin and data capturing on a daily basis.

Generate Reports for Asset Management and Leasing

• Creating and Maintaining monitoring Reports. (Including creating Power Queries to gather live information from databases)
• Assisting with EXCO & Manco Reporting: refresh and format pivots; create proposal summary, property to prospects pivot and other reports
• Leasing CRM Case Reporting
• MDA Database Project Reporting
• Market Data Reporting
• General reporting when required
• Run a weekly Prospective Tenant report and save to the Master Prospect Sheet/Tracking Report.
• Run a weekly prospect count report and circulate.

MINIMUM REQUIREMENTS:

• Matric
• Valid Code 08
• MDA database experience - an advantage
• 2 - 3 years property leasing experience

Skills Required