Job Description

Position title : LEASE MANAGER

Position reports to : KEY ACCOUNT MANAGER

Business Unit : PORTFOLIO SERVICES

Main purpose / objective of the position:

Responsible for organizing, planning, directing, and controlling all operations of the Lease

Out Department. Oversees all Leasing functions including the control and management of

leasing agreements and related documentation. Performs periodic evaluation of Leasing

policies and procedures and modifies as needed. Ensures that established policies,

procedures, and legal requirements are followed. Coordinates activities, ensuring that all

subordinate areas of responsibility support Company objectives. Trains, directs, and

appraises personnel. Ensures that services are delivered professionally and efficiently.

Operational Deliverables:

Will include, but not limited to:

1.

Assumes responsibility for the effective and efficient administration and

performance of Leasing functions:

a. Ensures final sign-off on all leasing documents, i.e.

Estimates/Quotations Owners Approvals Leases before sending to tenants Leases before presenting to Client for signature Check that SAP and lease track process is followed Assist Leasing Team with documentation, negotiations, etc. Responsible for the leasing team and the leasing process from start to ensuring the leases are accurately prepared and signed off. Maintaining of standard Client leases and hybrid leases, updating as and where required. Reporting executive summary, obtaining information, compiling and amending where required. Monthly leasing pack to Client, updating monthly reporting on SAP, update reporting comments on BI, check reports, update commentary where required and managing process. Follows up on generating of invoices, checking calculations, pre-billing sign-off, presenting of forecasts and potential income. Ensure professional and efficient communication between Client and managing agent. Ensures that Leasing actions are thoroughly documented and circulated to all role players within team. miscellaneous Leasing and administrative functions as required from time to time by the Client. Ensure monthly close off deadlines are adhered to.


2.

Assumes responsibility for ensuring that professional business relationships are established and maintained with tenants. Assisting Debtors Department with account queries and tenant liaison as requested:

Represents the Company in lease negotiations and agreements with tenants, which shall include effective written communication. Fields tenant queries and follows up, updating the database accordingly. Undertakes site visits if required, and meeting of tenants on site, submitting minutes of all meetings held ensuring all is documentation thoroughly. Ensures that requests, questions, and problems are courteously and professionally resolved. Ensures that communications are professional, effective and efficient. Ensures that the Company's professional reputation is maintained.

3.

Assumes responsibility for the effective and efficient budgeting:

Ensure that Client income is appearing correctly on budgets and forecasts. Regularly updating market rentals ensuring it remains relevant.

4.

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management. Ensures professional and efficient communication between Client and Managing Agent:

Assists, serves, and informs related departments as needed. Coordinates Leasing efforts with related departments. Provides recommendations to improve Leasing processes and effectiveness and ensure the integrity of Department processes. Completes required reports, records, and other documentation as required within the reporting timelines per mnsures effective and efficient internal communication. Attends and participates in management and portfolio meetings and committees as required. Assumes responsibility for related duties as required or assigned by the Client: Ensures that changes in legal requirements and government regulations are integrated into current practices. Stays informed regarding changes in Leasing practices and trends. Completes special projects as assigned. Ensures that shared drive is updated with all relevant transactions and recording of transactions pending

Decision making authority:

As mandated in terms of Client SLA. This position operates within budget parameters and the broad framework of existing policies and guidelines, as amended from time to time.

Experience / Education / Knowledge:

Grade 12 or relevant qualification equal to NQF level 4 Additional Property related qualification of any NQF 5 or higher A Bachelor's Degree in Finance, Property Management, Business or Accounting will be an advantage At least 5 years relevant experience in Property Management/Administration, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services Must hold a valid Fidelity Fund Certificate and satisfy the requirements as set out the by EAAB and current legislation for the position Staff management experience Knowledge of South Africa's property industry, property markets and general administration/Accounting/Finance acumen. Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures

Skills required:

Typing, Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP) Financial calculation and reporting skills Excellent Business administration and organisational skills Presentation skills Interpersonal skills Analytical/sound numeracy skills Problem solving and decision-making skills


Competencies required:

Communication (both verbal and written). During meetings expresses his/her ideas and opinions so that others understand his/her point. Clearly communicates with employees so they know what is expected of them. Is able to say "just the right thing" to a variety of people so that they understand what is being said. When speaking, acknowledges diverse points of view/concern by explaining the rationale for exclusion. Influencing. Presents credible, believable evidence that convinces the customer. Uses different influence strategies with different people in order to get the job done. Acknowledges and respects people for their contribution no matter what their level or position. Persuades others that their needs can be met through the options that are being offered. Convinces others to adjust their views in order for all parties to derive a win-win situation. Is seen to have credibility in the eyes of others/executive and general management. Ability to elicit active participation. Pro-activity. Anticipates possible future opportunities and puts plans in place to take advantage of these. Assertiveness. During tense and emotionally charged situations, displays an inner calmness that helps restore balance to the situation. During times of confusion, behaves with a sense of personal authority and responsibility that creates order, calmness and clarity. Explains ideas in a confident manner. Maintains positional viewpoint without being dogmatic Judgement. Judges situations correctly despite absence of some relevant facts. Analyses gathered facts before making decisions. Evaluates the pros and cons of possible courses of action before a decision. Demonstrates effective problem solving.


Delegating. Sets clear standards and procedures. Provides the required resources, including authority, when handing work over to be done. Uses delegation in order to provide challenging developmental opportunities for reporting staff. Provides the appropriate level support once work has been delegated. Customer and quality focus Drive and productivity Interpretation of legal contracts and negotiations Attention to detail Time management Methodical Problem solving Be able to handle stress in demanding situations Attention to deadlines Initiative Self confidence Assertiveness Impact and Influence Teamwork and co-operation Self-starter Integrity Diligent Major drivers of work volume: Authority limits. Complexity of reporting requirements. Number of leases and profile of portfolio.


Interface / relationships with: Internal: IT, Senior Finance Manager, Leasing Controllers and Administrators; Accounts Receivables team


External: Tenants, Clients