Description:

To ensure that all property administrative duties in the company portfolio and financial transactions such as rental, rental income, sub-lease payments, renewals, taxes and property expenses are paid and received according to specific lease criteria.

To prepare lease agreements and renewals.

Requirement:

• Minimum NQF 5 and five-year work related experience

• Must be able to work under pressure

• Must have attention to detail

• Must have basic understanding of accounting principles

• Must have previous experience within the Property sector, preferably retail.

• Key understanding contractual law

• Integrity

• Strong verbal and written skills

• Must be computer literate

Key Performance Area:

Prepare administration of lease agreements and renewals when requested

Draft, review and revise various types of lease agreements in connection with real estate management and leasing

Proof-reading and scrutinizing of all leases to identify any possible risks to company

Follow up on all outstanding documents and securities with regards to leases:

Contracts (Lease agreements)

Sureties

Bank Guarantees

Keys and defects

Resolutions

Addendums

Offer from landlord/to tenants

FICA Documentation

Prepare leases for signature by all relevant parties

Upon receipt of fully signed lease, file accordingly

Ensure the resolution of tenant/landlord and customer queries

Invoicing and reconciliations of rental income

Ensure that all sub-let premises are invoiced for rentals, municipal and operational billing by the 15th of every month.

Ensure deposits are correctly allocated to the applicable customer account

Reconcile accounts and notify the tenants when in default

Property Rental and loading of new and renewed leases

Ensure that all leases are loaded correctly onto the companies Property Administrative System (Real Estate)

Check accuracy of all vendors created on the system

Check accuracy of all property Rental remittances, in accordance with lease requirements and supported by authorised reconciliations

Maintain Real Estate register

Notify Operations Management timeously and accurately of renewal of lease agreements.

Capture all rental and utility invoices when received from the Landlord onto system

Ensure all payments are paid timeously according to lease agreement

Rates and Utilities

Ensure accuracy of all biweekly invoice schedules captured onto system

Confirm correctness of municipal charges captured on database on a biweekly basis

Prepare municipal schedules for payment

Communicate all cut off notices and final demands to be paid immediately on receipt to relevant stakeholders.

Legal Administration

Provide all information required by lawyers as part of the property registration process

Preparing legal payments once transfer has been completed

Store File

Ensure that approved plans and fully signed lease agreements and title deeds are stored in property file

Business Trade Licenses

· Coordinate administration of Business Trade License register and file all documentation

· Ensure that notifications are sent to Operations for Business Trade Licenses due for renewal (foreign countries)

Administration

Ensure proper record keeping and safeguarding of information for future reference (e.g. back-up of e-mail correspondence)

Offer general administrative assistance to the Commercial Manager on various projects

Maintain statutory registers and records

Filing of all correspondence of new and renewed leases

Vendor Registration

Review relevant vendor documentation information

Complete vendor registration documentation and submit together with supporting documentation

Ad hoc

Ad hoc duties to be completed if and when required by management

Competencies:

Dutifulness

• Honours agreements.

• Works hard.

• Shows a lot of self-discipline.

• Takes responsibility for his/her own work.

Devotion to quality

• Has high quality standards for the work of others.

• Has high quality standards for his/her own work.

• Delivers the quality that was agreed and that is expected by the other party.

• Sees and uses opportunities to improve the quality of what is delivered.

Performing under pressure

• Delivers good results under pressure.

• Persists when faced with setbacks.

• Continues to do the right thing under pressure, without making mistakes.

• Maintains an even performance under pressure.

Sensitivity

• Accepts others as they are.

• Shows an interest in the perceptions and emotions of others.

• Handles sensitivities with others in a tactful manner.

• Takes a sensitive approach if the situation so requires.

Vitality

• Works on many different tasks.

• Is action oriented.

• Constantly starts something new, keeps going.

• Responds enthusiastically to new tasks and challenges.

Adaptability

• adapts to the prevailing culture.

• easily interacts with people from various backgrounds.

• adjusts his/her way of doing things to what others consider pleasant.

• strives for good relationships by adapting when necessary.

Teambuilding

• Establishes cooperation between team members.

• Knows what is going on within the team.

• Stimulates the mutual commitment and solidarity within the team.

• Motivates team members for the joint team goals

Integrity

• Keeps promises.

• Creates realistic expectations.

• Is sincere.

• handles sensitive information carefully.

• shows awareness of values, indicates when boundaries are crossed.

Accuracy

• Works in an orderly fashion.

• Ensures that matters are handled in an orderly and accurate manner from start to finish.

• Prevents mistakes.

Invests energy in checking his/her work for mistakes.

Client focus

• Deals with clients in a friendly manner.

• Shows involvement in the client's problem.

• Makes clients feel welcome

. Approaches the client's question with a can-do mentality.

Personal development

• Is focused on self-broadening and/or gaining more in-depth knowledge.

• Follows relevant training programmes and/or looks for opportunities to gain experience.

• Seeks and uses opportunities for personal development.

• Asks for feedback in order to learn.