Leasing Administrator

SUMMARY:
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POSITION INFO:

Position Overview

The Leasing, Property & Project Administrator will be responsible for providing comprehensive administrative and operational support in the management of property leases, landlord relations, property portfolio administration, and project administration.

This role ensures that all lease agreements, documentation, and related processes are accurately maintained, compliant with company policies, and aligned with applicable legal requirements. The incumbent will further support reporting, financial administration, and coordination between stores, landlords, service providers, suppliers, and internal stakeholders.

The position also requires effective administration of projects, including managing payment schedules, maintaining professional and transparent, honest relationships with suppliers as per company policy.

Shortlisted candidates will be required to undergo background checks and polygraph tests.

Key Responsibilities

Lease & Project Administration

• Review, process, and maintain lease agreements, addendums, renewals, and terminations.
• Maintain accurate lease records and property databases.
• Monitor and track all critical lease dates (commencements, expirations, renewals, rent reviews, escalations).
• Obtain and compare supplier and contractor quotations; prepare costing sheets.
• Ensure professional, ethical, and honourable relationships with suppliers, in strict adherence to the company’s Gifts and Gratuities Policy.
• Assist with council approval processes and related administration.
• Monitor key franchise agreement dates (expirations, renewals).
• Ensure all leasing and project documentation is accurate, signed, filed, and distributed.
• Provide administrative support for property requirements (e.g., air-conditioning, emergency backup systems).
• Act as primary point of contact between stores, landlords, service providers, and contractors.
• Liaise with facilities, maintenance, and project teams to ensure timely resolution of property-related issues.
• Assist with project administration, including compliance certificates and health & safety documentation.

Financial Administration

• Capture rental and operating cost information into property management systems.
• Assist with billing, invoicing queries, and reconciliation of tenant and supplier accounts.
• Maintain and update rental payment trackers.
• Prepare monthly reports on leasing activity, rentals, operating costs, and other property-related metrics.
• Ensure compliance with company policies, lease terms, financial controls, and relevant legislation.

General Administration

• Maintain accurate lease and project filing systems.
• Arrange travel and accommodation for staff where required.

Qualifications

• Minimum: Grade 12 / Matric.
• Relevant tertiary qualification in Real Estate, Property Management, Administration, or a related field will be advantageous.
• Minimum 2–4 years’ experience in leasing, property administration, or a real estate support role.
• Strong understanding of lease agreements, property law fundamentals, and financial administration.
• Valid driver’s licence with own reliable transport.

Skills & Competencies

• Excellent written and verbal communication skills.
• Strong interpersonal and stakeholder management ability.
• Highly organised with exceptional attention to detail, efficiency, and accuracy.
• Ability to multitask, prioritise, and work effectively under pressure in a fast-paced environment.
• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint).
• Good understanding of financials and analytical skills.
• Commitment to ethical conduct, with the ability to uphold professional and honourable supplier relationships in line with company policies.
• Problem-solving mindset with the ability to work independently as well as collaboratively within a team.
• Service-oriented, professional, and able to maintain discretion, integrity and confidentiality.
• Ability to work without direct supervision.