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.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:
Terminates tenant accounts on instruction and notifies departments
Captures journal entries:
Lease Fees & Deposits & appropriation of deposits
Advises meter readers of changes
Arranges invoices for tenants paying deposits/rental in advance
Uploads all relevant documents to BOL & sends original lease for archiving
Electricity & Water Adjustments – Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
Sends tenant copies of signed lease & offer
Credit rating procedure
Drafts and prepares leases
Keeps register of all lease movements
Captures and processes lease agreements via owner's approval form
Cedes leases
Prepares, cancels and amends Lease agreements, Addenda and Suretyships
Handles & checks deposits, bank guarantees & maintains replacement bank guarantees & additional deposits, updating all reports accordingly
Reconciliation of deposit account adhering to assigned deadlines & timelines as required
Ensures all processes in terms of lease tracking are adhered to
Establishes and maintains effective communication and coordination with Company personnel and management:
Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
Assists Portfolio Management personnel as needed
Keeps management informed of area activities and any significant problems
Attends and participates in management meetings & takes minutes of such meetings
Completes related duties as required or assigned:
Completes special projects as assigned
Any other duties related to loading and processing of lease renewals & administration thereof
Updates & maintains lease audits
Updates & maintains building lease profiles
Uploads monthly leasing reports for management packs
Prepares monthly executive summary for reporting to leasing manager
PERFORMANCE MEASUREMENTS
Lease documents, records, and reports are accurate, current, and timeously submitted
Good working relations exist with company personnel
Good communication and coordination exist with Leasing Manager
Management is appropriately informed of area activities
Lease administration is completed in accordance with established standards, policies, and procedures
QUALIFICATIONS
Education/Certification: Matric
Good understanding of "Legal Leases"
Basic understanding of accounting practices
SKILLS/ABILITIES
Well organized and detail oriented
Good math skills
Excellent grammar and spelling skills in business
Good attention to detail and accuracy
Cooperative and willing to assist others
Excellent communication skills
Administration skills
Dependable
Self-starter
Excellent computer skills
Flexible
Good interpersonal skills
Able to use PC, calculator, and other basic business mechanisms
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