Purpose of the Job
Provides administrative support to the Centre Manager to manage a property portfolio. Responsible for administrating leases, debtors' administration and recovery and building maintenance administration. Ensures that proper records are kept of all contracts and invoices. Prepares, distributes and files correspondence and documents.
Key Performance Areas
1. Property Administration
- Draft offers and collate lease information (as required for GOBI)
- Draft all agreements, incl lease agreements, addendums etc.
- Ensure finalized leases are sent to head office for scanning.
- Capture leases on the Property Management system and notify the utility company of any changes or updates to tenancies.
- Collect all outstanding leases
- Follow up and finalize all outstanding lease agreements and Client Verification documentation (GOBI)
- Ensure all tenant GOBI and lease documentation is uploaded on the tenant’s profile on MRI
- Process tenants take back inspection reports and notify Building and Leasing Consultants as well as utility management company and credit controller.
- Liaise with Clients, Documentation Specialist, Portfolio Manager, Centre Manager, Leasing Consultant, Credit Controller, and external Brokers about lease agreements
- Draft and check accuracy of Lease Agreements before sending to Clients for signature
- Prepare lease approval sheets with information on current and budgeted charges
- Ensure the correct loading of debit orders
- Process annual rates and refuse recovery and insurance adjustments for loading onto the Property Management system.
- Calculate and get approval for posting of credit and debit adjustment batches.
- Check forward statements monthly to ensure accurate billing to tenants
- Assist with deposit refunds and returning of bank guarantees
- Ensure data clean-up on the Property Management system
- Perform lease audits
- Manage the tenant movement forms communication with RMS
- Capture projections into the Property Management system monthly
- Capture budget into the Property Management system annually
- Take minutes and record action items agreed to in the Monthly Report Back meeting with the utility company
- Assist with compilation of the monthly report packs
- Assist Portfolio/Centre Managers and SBU as and when required
- Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded
- Update and keep tenant contact list and detail up to date.
- Raise ad hoc batches as required by the Portfolio / Centre manager and ensure sign off of same prior to processing.
- Ensure tenant files are kept either electronically or on site bearing in mind POPIA requirements.
2. Office Admin and Reception
- Undertake all reception/front office duties
- Assist with Marketing
- Create Purchase orders on Fraxion for all marketing and stationary expenses.
- Load supplier invoices onto Fraxion once purchase order is complete
- Check all invoices received match the Purchase Order
- Check all invoices supplier banking details match banking details on Fraxion for each supplier
- Check invoice details are correct prior to loading on to Fraxion for payment
- Collect tenant's turnover each month and ensure it is captured onto MRI by 10th of each month
- Answer all incoming calls, screening and directing call to other colleagues as well as providing basic information to callers
- Dealing with customer/client queries and ensuring professional interaction to resolve queries
- Oversee court bookings and outside promotions in accordance with directives from Centre Manager
