Job Description

Job purpose

Provides administrative and specialized support to the Centre / Portfolio Manager/s. Attend to tenant queries on range of issues including but not limited to electricity / water queries /Lease admin queries via the RMS portal.

Duties and responsibilities

• Draft offers and collate lease information (as required for GOBI)
• Draft all agreements, incl lease agreements, addendums etc.
• Ensure finalized leases are sent to head office for scanning;
• Capture leases on the Property Management system and notify the utility company of any changes or updates to tenancies.
• Collect all outstanding leases
• Follow up and finalize all outstanding lease agreements and Client Verification documentation (GOBI)
• Ensure all tenant GOBI and lease documentation is uploaded on the tenants profile on MRI
• Process tenant take back inspection reports and notify Building and Leasing Consultants as well as utility management company and credit controller.
• Liaise with Clients, Documentation Specialist, Portfolio Manager, Centre Manager, Leasing Consultant, Credit Controller, and external Brokers about lease agreements
• Draft and check accuracy of Lease Agreements before sending to Clients for signature
• Prepare lease approval sheets with information on current and budgeted charges
• Ensure the correct loading of debit orders
• Process annual rates and refuse recovery and insurance adjustments for loading onto the Property Management system;
• Calculate and get approval for posting of credit and debit adjustment batches.
• Check forward statements monthly to ensure accurate billing to tenants
• Assist with deposit refunds and returning of bank guarantees
• Ensure data clean-up on the Property Management system
• Perform lease audits
• Manage the tenant movement forms communication with RMS
• Capture projections into the Property Management system monthly
• Capture budget into the Property Management system annually
• Take minutes and record action items agreed to in the Monthly Report Back meeting with the utility company
• Assist with compilation of the monthly report packs
• Assist Portfolio/Centre Managers and SBU as and when required
• Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded
• Update and keep tenant contact list and detail up to date.
• Raise ad hoc batches as required by the Portfolio / Centre manager and ensure sign off of same prior to processing.
• Ensure tenant files are kept either electronically or on site bearing in mind POPIA requirements.

Experience & Qualifications

• Diploma/degree is a prerequisite.
• Minimum 1 years of experience in property management, administrative or client interaction roles required
• Knowledge of property management is an advantage

Personal Attributes

• High attention to detail
• Ability to cope under pressure
• Hardworking and highly organized
• Excellent interpersonal skills and a team player
• Excellent time management skills
• Proactive, self-starter with initiative
• Flexible
• Ability to multitask
• Client focused at all times (internal & external)
• Excellent communication skills

Competencies and Skills

• Computer literacy
• Ability to draw schedules/reports on system
• Good communication skills xe2x80x93 written and verbal
• Time management skills
• A good mix of interpersonal and administrative skills
• Good problem-solving skills
• Excellent touch-typing skills with a high accuracy rate

Working conditions

This position is office based and works on a normal 40 hours a week. Busy periods may require extra hours to ensure deadlines are met. Employees may be required to travel for business purposes.

Growthpoint Properties