Leasing and Portfolio Support Specialists

SUMMARY:
We are seeking a detail-oriented and proactive Leasing and Portfolio Support Specialist to support day-to-day leasing administration, financial reconciliations, vendor management and the resolution of outstanding lease-related queries.

POSITION INFO:
Purpose:

The role requires strong administrative and financial skills, the ability to work independently, and effective communication with internal departments, landlords and external stakeholders. The successful candidate will also provide operational support to leasing specialists during periods of increased workload or absence.

Key Responsibilities:

Leasing Administration

• Support lease renewals, amendments, terminations and lease documentation.
• Maintain accurate and up-to-date lease records, trackers and progress reports.
• Assist with system amendments and ensure lease information is correctly captured.
• Provide administrative support for lease-related backlogs and operational priorities.

• Investigate and resolve unpaid rentals, returned and rejected payments, debit balances and other rental payment exceptions.
• Perform reconciliations and investigate discrepancies relating to lease accounts.
• Respond to lease-related financial queries and follow up on outstanding items until resolution.
• Ensure accurate financial records and escalate unresolved discrepancies where necessary.

• Independently initiate, manage and follow up on FIC tickets through to resolution.
• Investigate outstanding issues, coordinate with relevant stakeholders and monitor progress.
• Maintain accurate records of ticket status, actions taken and resolutions.
• Escalate delays or unresolved matters to the appropriate stakeholders.

• Support vendor creation, amendments and maintenance of vendor information.
• Ensure vendor documentation and compliance requirements are completed accurately.
• Liaise with relevant departments to resolve vendor-related queries and outstanding matters.

• Liaise with VOIS, Finance, regional teams, landlords and other relevant stakeholders.
• Coordinate the resolution of outstanding lease, payment, vendor and system-related queries.
• Provide regular updates on outstanding tasks and ensure effective communication between stakeholders.

• Assist with lease administration backlogs and other operational priorities as required.
• Provide relief support to leasing specialists during annual leave, sick leave or periods of increased workload.
• Take ownership of allocated tasks, ensuring timely completion and follow-through to closure.
• Identify potential delays or challenges and escalate them appropriately.

• Relevant qualification in Finance, Accounting, Business Administration or a related field would be advantageous.
• Previous experience in leasing administration, financial administration, accounts reconciliation or a similar operational support role.
• Experience investigating payment discrepancies, outstanding balances and financial queries.
• Exposure to vendor management, system amendments and ticket management.
• Proficiency in Microsoft Excel and other relevant administrative systems.

• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Good financial and analytical skills.
• Ability to work independently and take ownership of tasks.
• Strong problem-solving and follow-up skills.
• Effective written and verbal communication skills.
• Ability to manage competing priorities and meet deadlines.
• Strong stakeholder engagement and relationship management skills.
• A proactive approach to resolving queries and managing backlogs.

• Timely resolution of FIC tickets and outstanding financial queries.
• Accurate maintenance of lease records, vendor information and system data.
• Effective management of unpaid rentals, payment exceptions and reconciliations.
• Consistent follow-up and closure of allocated tasks.
• Reliable operational support to the leasing team during periods of absence or increased workload.