Job Description

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.
Responsible for the effective management of the telephone and maintenance of a computerised database of telephone information. Performs switchboard operation service including receiving telephone calls, transferring the caller to the correct individual or department and taking messages. Receive all telephone calls in a friendly and professional manner. Answer calls timeously with no dropped calls. Deal with requests for information, take accurate messages and passes them on correctly and efficiently, via email or according to the client preferred process. Responsible for the professional and efficient managing of visitors and customers at reception. Receive all visitors to the organisation in a friendly and professional manner at reception, ascertaining the purpose of their visit, directing them correctly and ensuring that the host receives them timeously. Perform a variety of clerical and administrative duties that support the business, including handling of courier and post. Management of the Boardroom, Reception and all functions related to this area.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
1. Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:
a. Terminates tenant accounts on instruction and notifies departments
b. Captures journal entries:

• Lease Fees & Deposits & appropriation of deposits.

c. Advises meter readers of changes
d. Arrange invoices for tenants paying deposits/rental in advance
e. Upload all relevant documents to BOL & send original lease for archiving
f. Electricity & Water Adjustments - Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
g. Credit rating procedure
h. Collection and assessment of FICA documentation
j. Drafts and prepares leases
k. Keep register of all lease movements
l. Captures and Processes lease agreements via owners approval form
m. Send tenant copies of signed lease & offer
n. Cedes leases
o. Prepares, cancels and amends Lease agreements, Addenda and Suretyships
p. Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly.
q. Reconciliation of deposit account
r. Adhering to assigned deadlines & timelines as required
s. Ensuring all processes in terms of lease tracking are adhered to.
2. Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.
a. Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
b. Assists Portfolio Management personnel as needed.
c. Keeps management informed of area activities and of any significant problems.
d. Attends and participates in management meetings & take minutes of such meetings
3. Assumes responsibility for related duties as required or assigned.
a. Completes special projects as assigned
b. Any other duties related to loading and processing of lease renewals & administration thereof
c. Update & maintain lease audits
d. Update & maintain building lease profiles
e. Upload monthly leasing reports for management packs
f. Prepare monthly executive summary for reporting to leasing manager
4. Assumes responsibility for effectively handling and managing the switcboard.
a. Operates the switchboard and console to connect, hold, transfer all incoming calls.
b. Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channeling calls to the responsible persons / departments
c. Provides general information to clients before transferring calls
5. Assumes responsibility for the effective operations management of Property and facilities.
a. Reports

• Ensures that accurate tenant schedules are maintained for each building
• Vacancy schedule is updated and copied to each member of staff
• Compilation and presentation of the above with the building financial details and general information, to form the monthly client report
• Compiles monthly management report pack
• Ensures that deadlines are met

b. Financial

• Assists portfolio manager with all aspects on the income and expenditure annual budget

c. Tenant liason

• Checks prospective tenant details via credit bureau for adverse information
• Ensures that all relevant documents e.g. I.D. book/company registration etc is attached to the application
• Advises tenant within 24 hour period if their application is accepted or declined
• Confirms initial payment before the lease agreement is drawn up
• Advises building supervisor - arranges for signage/keys/parking disc etc.
• Amends vacancy schedule
• Updates tenant schedule

d. General

• Broker liaison
• Tenant correspondance
• Filing/ archiving
• Annual audit preparation
• Tenant complaints
• Contracter liaison

6. Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
a. Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
b. Acts as a liaison between the Company and external contacts.
c. Ensures effective coordination of external services with Company operations.
d. Obtains and conveys information as appropriate.
e. Promotes goodwill and a positive image of the Company.
7. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean, secure, and well maintained.
b. Completes special projects as assigned.
c. Reports on Operational expenses, foot traffic, security incidents etc.
d. Public Relations: Assistance to the PR / Marketing functions
PERFORMANCE MEASUREMENTS
1. Lease documents, records, and reports are accurate, current, and timely.
2. Good working relations exist with Company personnel.
3. Good communication and coordination exist with Leasing Manager. Provide Assistance as and when required.
4. Management is appropriately informed of area activities.
5. Lease administration is completed in accordance with established standards, policies, and procedures.
6. Property operations are efficiently and cost effectively administered.
7. Reports are complete, accurate, and delivered on time according to schedules.
8. Effective business relations exist with vendors, contractors, and trade professionals.
EDUCATION/CERTIFICATION:
Matric.
Additional related maintenance and Property management training preferred.
Good understanding of "Legal Leases"
Basic understanding of accounting practices
REQUIRED KNOWLEDGE:
Excellent understanding of Property management procedures.
Knowledge of budgeting, service contracts, and leasing agreements.
EXPERIENCE REQUIRED:
Five or more years of related experience, with at least two or more years of supervisory experience.
SKILLS/ABILITIES:
Excellent leadership abilities.
Co-operative and willing to assist others.
Well organised and detail orientated.
Good attention to detail and accuracy.
Able to organise, coordinate, and direct team activities.
Good maths skills.
Strong problem solving skills.
Excellent communications skills.
Administration Skills
Dependable
Self Starter
Excellent Computer Skills
Flexible
Good Interpersonal Skills
Able to use PC, calculator, and other basic business machines

Skills Required