To carry out property and leasing administrative tasks, liaise with tenants and potential tenants to ensure a timely and responsive administration service.Property Administration Function:Daily/WeeklyLoad all interest charges, legal fees and all penalties relating to outstanding turnover.Ensure new/existing tenants' contracts are billed and reconciled to expense.Attending to and managing utility queries.Load all tenant adjustments onto MDA.Do reconciliations/calculations when tenants or management request.Resolve all rent roll queries that have been raised.Credit Control/Debt collection.Import daily bank statements and allocate the imported receipts to the tenant/debtor accounts on MDA.Manage the arrears process and follow-ups.Arrears progress reporting.Handling legal action (handover, bad debt writes off, etc.) in respect of the continuous collaboration with the Legal Department and the Portfolio Manager.MonthlyLoad all utilities received from the meter reading company on tenant accounts (multi-tenanted properties).Approve and post expense batches and recovery batches relating to council accounts received from the creditors department.Checking of utility test billing from utility company and utility import billing.Print and check pre-billing and review with Centre Managers and Portfolio Manager.Generate monthly tenant billing and distribute tenant statements from MDA.Arrears reporting.Credit Control: Issue TPN LODs on the 2nd of every month to those tenants in arrears.Credit Control: track LODs and escalate to legal when necessary.Flag potential risk tenants.Perform updated TPN Credit Checks on existing tenants as and when required.Arrears Meetings and management of the arrears report/analysis and distribution.AnnuallyCalculate the increases in assessment rates and load on all tenant accounts.Leasing Administration Function:Daily/WeeklyAssist with lease renewals, requesting updated FICA documentation and negotiating terms based on the prepared and approved mandate/rental assessment enquiries (prospective tenants), request business plan/concept for perusal and presentation in the leasing meeting, obtain mandated rental/lease period/Proposed space and communicate to the prospective Tenant with respect to non-national tenants.Provide prospective non-national tenants with the application form and supporting documents and collate same with credit check for Leasing Manager.Once leasing manager has obtained feedback, inform prospective and/or renewal tenant on whether concept, counter proposal has been approved/declined and/or provide mandated rental. Request application to be completed including the necessary supporting documents to be attached for vetting purposes.Collate application, documents and completed credit checks and provide to Leasing Manager who in turn provides it to the CFO and then Legal Counsel for approval/decline.Once all parties are in agreement, attend to and draft the Agreement of Lease (consumer/non-consumer/individual - whichever is applicable) and corresponding annexures and circulate for approval by leasing committee prior to dispatch – in accordance with the Leasing procedures.Draft Offer to Lease and relevant annexes – circulate for approval by Leasing Committee.Make necessary changes/amendments and send to renewal tenant for signing.Email prospective Tenant Offer to Lease for perusal and signature, any amendments on the Offer are presented to the Landlord for consideration and final approval in the leasing meeting. Reduce in writing the counter proposal and comments/counter proposal made by Landlord.Once all parties are in agreement attend to and draft the Agreement of Lease and circulate for approval by leasing committee prior to dispatch.Provide to the tenant a copy of the duly signed Agreement of Lease, furnish a copy to the Tenant for record purposes including a copy of the Tenant House Rules.Scan the lease onto the server, ensure the lease is saved on MDA and original filed in the strongroom. Copy with corresponding documents to be filed in tenant file; copy of the agreement to be sent to Centre Manager; and renewal dates to be diarized.Provide the Facilities Department with a tenant release form once renewal has been concluded.Load any Agreement of Lease/addendum on MDA with lease schedule to be provided to the Leasing Manager and Portfolio Manager for approval authorization on MDA.Update the MDA letting report notes related to Leasing Administrator renewals and prospective tenants.Collaborate with Leasing Manager regarding the unsigned leases report and follow up of the agreements.MonthlyMinute of Leasing Meeting – Retail and commercial if and when required.Ensure Centre Manager has saved the Take-On Inspection form/Take-Back Inspection on the server (including audit pictures from Centre Managers for Tenant File). Save a copy in the tenant file and that same has been distributed to the meter reading company.Request Centre Manager to provide updated tenant contact details and to update the contact list.Administration of tenant deposits & bank guarantees. Ensure MDA is correct and bank guarantee expiry dates diarized.Draft general letters/notices/memos to Tenant and dispatch via e-mail and/or to Centre Managers for dispatch, file same in tenant file.Load declined/proposed tenants on database.File declined/prospective tenants concepts/business plans.Request proof of insurance from tenant (public liability/windows and shop fronts); COC; OC and required approved plans as required by the lease agreement in order for the tenant to fulfill their lease obligations.Open and maintain tenant files, ensure all relevant received correspondence filed timeously, including legal notices, agreements, fit-out plans, application, and approval sheet, signed mandate etc.Attend Leasing meetings if/when necessary.Assist current tenants, attend to queries, complaints and escalate to the relevant department. (Notify Leasing Manager, Legal Manager and Portfolio Manager of all developments).Update lease register.Annual turnover certificates, turnover calculation, and load/bill on MDA.AnnuallyArchiving of old files.Opening of new files.Archiving of old original leases of ex-tenants (more than 7 years).Leasing audit prior to budget preparation.Requirements:Matric5 - 8 years experience in the Property industry (retail/commercial/hospitality)MDA knowledge – 3-5 years' experienceExtensive experience in Property and Leasing administration.
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