Provide administrative support to the Department.

• Generate Lease Schedule documents and verify information received from proposed tenant to prepare the lease pack.
• Gather all pertinent information, including sourcing additional data, for completion of the Lease Schedule deal pack.
• Be able to interpret Lease Agreements and/or generate the Information Schedule component of the Lease Agreement (and/or generate any Lease Annexures upon request).
• Conduct quality checks on all lease schedules and supporting documents.
• Ensure deals are accurately captured on MDA.
• Compose and send various documents, including rental increase letters and other formal correspondence.
• Assist in resolving queries from other departments regarding Questionnaires and/or Instructions.
• Obtain turnover certificates from tenants and calculate the turnover rental due in accordance with the provisions in the lease.
• Generate instructions to charge turnover rental to the tenant’s accounts and keep records of all calculations and update this on excel regularly.
• Update the department deals list with new deals and renewals processed; and generate a summary delas list monthly for submission to the department manager.
• Compare the department deals list with the commercial deals list and submit corrections to the administrator of the commercial deals list.
• Prepare and send the MDA Reminders monthly to the Commercial Portfolio Managers.
• Review Lease queries, Monthly leases and Outstanding TI’s with the leasing agents monthly and update tracking sheets accordingly.
• Provide reports and statistics to the department manager and HOD as requested.
• Prepare draft budgets for the various portfolio’s annual budgets for the Key Account monthly parking leases.
• Compile data and prepare financials for the commercial deals portion of the Octodec Integrated Financial Report.
• Prepare new assessment rates tracker sheet on an annual basis and maintain the sheet, keeping track of all outstanding recons and rates objections/disputes lodged by utilities.
• Obtain copies of all municipal accounts when rates increases or adjustments occur (for department use in the process of their leasing or account management).
• Prepare assessment rates recons as requested; and approve any adjustments due to objections and/or increases.
• Assist Credit Controllers with resolving assessment rates disputes.
• Assist in resolving queries on tenant accounts and prepare account reconciliations when required.
• Assist leasing agents and department manager with reports and other administrative duties as required.
• Generate RFI’s and supporting documentation as and when required; and ensure all instructions are processed correctly.
• Compile and maintain training documents for various departmental processes.
• Compile the weekly Steering Committee meeting agenda and submit the necessary documents for approval – Once approved, send out the signed documents to the respective presenter/s after the meeting.
• Host the Steering Committee meeting on ‘Teams’ and take minutes of the meeting.
• Maintain all Steering committee related folders and registers.
• Compile minutes (per the excel format) for the Steering Committee and Monthly Leasing meetings and submit these for approval – Once approved, send out the signed minutes to the attendees of that meeting.

Requirements

Qualifications & Experience:

• Matric qualification required.
• Suitable tertiary qualification would be an advantage.
• 2 years’ experience in office management preferred.
• 2 years’ experience in administration required.
• Experience with lease preparation would be an advantage.

Skills & Knowledge Required:

• MS Office:
• MS Word – Basic
• MS Excel – Intermediate  
• MS Outlook – Intermediate  
• Knowledge of MDA would be an advantage.
• Excellent verbal and written communication are required.
• Basic understanding and ability to interpret a lease agreement is a requirement.
• Knowledge and understanding of CIPC &/ FICA documents required.
• Strong reporting ability preferred.