Leasing Administrator

Job Purpose:

To provide comprehensive administrative support in the management and coordination of the leasing process, ensuring that lease agreements and related documentation are accurately prepared, processed, concluded, and captured on the property management system within the required timeframes.

The Leasing Administrator is responsible for facilitating lease transactions, maintaining lease records, coordinating communication between stakeholders, and supporting Property Managers with the efficient administration of leasing activities across the property portfolio.

Key Duties & Responsibilities:

Lease Administration and Documentation

• Conduct credit bureau (ITC) checks, manage FICA documentation, and process tenant applications in accordance with company requirements.

• Compile information required for Lease Authorisation Forms and facilitate the preparation, approval, and signing thereof.

• Draft, generate, and issue lease agreements, addendums, cessions, renewals, and related leasing documentation.

• Draft correspondence relating to leasing matters and coordinate the execution and signing of lease documents.

• Draft and facilitate the signing of resolutions relating to lease transactions and other property-related matters.

• Ensure all lease documentation is accurately completed, signed, and filed within prescribed timelines.

Property Manager Support

• Provide administrative support to Property Managers throughout the leasing process.

• Assist with preparing proposals, compiling tenant information, and completing related administrative functions.

• Prepare and collate documentation required to support leasing transactions and portfolio management activities.

• Attend to ad hoc administrative requests from Property Managers and management as required.

Tenant and Stakeholder Coordination

• Facilitate communication between tenants, Property Managers, management, legal representatives, and other relevant stakeholders regarding leasing matters.

• Coordinate lease signing arrangements and ensure all supporting documentation is available and correctly executed.

• Respond professionally and efficiently to tenant enquiries, requests, and concerns.

• Draft tenant correspondence and letters as required.

Records and Information Management

• Maintain accurate and up-to-date lease records and supporting documentation.

• Manage the safekeeping, filing, and retrieval of original lease agreements, bank guarantees, tenant information, resolutions, and correspondence.

• Ensure that all leasing information is recorded and maintained on the property management system.

Reporting and Schedule Maintenance

• Update and maintain monthly portfolio schedules and reports.

• Ensure lease details, rental information, commission schedules, administrative fees, and related portfolio information are accurately recorded and updated.

• Assist with compiling leasing information required for management reporting purposes.

Educational Qualifications and Other Job Requirements:

The preferred requirements of a Lease Administrator are as follows:

• Matric (Grade 12).

• A tertiary qualification in Property Studies, Business Administration, or a related field will be advantageous.

• Minimum of five (5) years' experience in lease administration, property administration, or property management.

• Proficient in MDA Property Management Software.

• Advanced proficiency in Microsoft Office applications.

Skills:

• Excellent verbal and written communication skills.

• Strong negotiation and conflict resolution abilities.

• Fluent in English.

• Highly organised with strong planning and coordination skills.

• Exceptional attention to detail and accuracy.

• Ability to work effectively under pressure and manage multiple priorities simultaneously.

• Strong time management and deadline-driven approach.

• Proactive and solution-oriented with the ability to identify and resolve problems effectively.

• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

• Strong interpersonal skills with the ability to build and maintain professional relationships.

• Ability to work independently as well as collaboratively within a team environment.

• Quick learner with the ability to adapt to changing business requirements.

• Sound understanding of lease agreements, legal terminology, and commercial property leasing principles.

• Knowledge of administrative and document management processes.

• Basic understanding of credit bureau checks and tenant assessment processes.

• Familiarity with customer relationship management practices.

• Working knowledge of document tracking systems and financial administration principles.