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Lease Administrator

Position Purpose

  • Responsible for lease administration as assigned.
  • Prepares Offers, LAF, Stamp Duty and Commission Calculations and Lease Agreements.
  • Capturing of information on online systems.
  • Keep records and accounts accurate and current.
  • Completes related reports, summaries, and records, and performs related clerical duties.

Essential Functions and Basic Duties

  • Get to know the ISO procedures and ensure that all work is done in accordance

Assumes responsibility for the accurate and timely completion of assigned lease administration functions on the workflow module, including:

  • Draws up offers to lease (new & renewal) only after initial negotiations with the tenants has been concluded
  • Ensuring that FICA requirements are adhered to
  • Prepares Stamp Duty calculations & Lease Commissions and LAF
  • Check prospective tenant details via credit bureau for adverse information.
  • Advise tenant within 24 hour period of their application if their application is accepted or declined
  • Ensure all correct authorizations have been provided and that the LAF is approved
  • Ensure that system generated tracking registers are accurate
  • Prepares, cancels and amends Lease agreements, Addendums, Cessions and Suretyships
  • Ensure that all journals for lease fees, stamp duty, deposits and rental back charges are captured for every lease loaded
  • Ensures payment of broker commissions
  • Terminates leases as and when instructed by Property Manager or administrators. Request refund cheques from accountant
  • Load and adjust debit orders and bank guarantees when submitted with signed lease agreement.
  • Adhere and meet cut off dates and ensure that deadlines are met (close off dates for running of statements).
  • Monitoring of all journals, processing journals and ensuring that all journals are posted on time.
  • Responsible for keeping a filing system for all journals. Keep abreast of all authority levels at all times. (See attached Authority Limits)
  • Assume responsibility to ensure all information on the Broll-online system and Workflow reports are correct and correspond with the Landlord information. Rectifying any discrepancies and or changes that needs to be made.
  • Prepare checklist and bind original lease and supporting documents before distribution to stamping administrator
  • Distribute lease copies to tenants, rural and courtwell
  • Upload signed “take on” and “take back” inspections
  • Assumes responsibility for related duties as required or assigned.
  • Ensures that work area is clean, secure, and well maintained.
  • Completes special projects as assigned.
  • Attend and participate in meetings
  • Maintain regular contact with other departments to obtain information and/or to correct transactions

Performance Measurements

  • Lease documents, records, capturing and reports are accurate, current, and timely and correctly filed.
  • Accounting errors or discrepancies are promptly identified and resolved (or referred).
  • Lease administration and accounting functions are completed in accordance with established standards, policies and procedures.
  • Ensure that lease documentation is correctly recorded and tracked until completion.
  • Ensure that tenant schedules are maintained, and accurate for each building.
  • Filing system for all journals is in good order and well organized.
  • Journals are posted on time with all relevant documentation attached.
  • Integrity. No sharing of passwords

Qualifications

Education/Certification:

  • Matric.
  • Good understanding of “Legal Leases”
  • Excellent interpersonal skills
  • Additional related Property management training preferred

Required Knowledge:

  • Proficient in Excel, Powerpoint & Word.
  • Knowledge of lease agreements and a property related system.
  • Understanding of fixed asset accounting.
  • Excellent understanding of Property management procedures

Experience Required:

  • Minimum of five or more years of property related exp.

Skills/Abilities:

  • Well organised and detail oriented.
  • Good math skills.
  • Good attention to detail and accuracy.
  • Cooperative and willing to assist others.
  • Excellent Communication Skills
  • Administration Skills
  • Dependable
  • Self Starter
  • Excellent Computer Skills
  • Flexible
  • Good Interpersonal Skills
  • Able to use PC, calculator, and other basic business machines.

How to apply

Please email your CV in WORD to:

Email applications to
mlumbwe@priconsultants.com
Precision Recruitment International
Precision Recruitment International (PRI) is a privately owned recruitment company with offices in Zambia, Zimbabwe (HQ) and Mozambique. It has positioned itself to provide high quality recruitment services by acquiring the best possible prospects and placements. It does this by pro-actively building relationships with people in developing industries in the various regional countries. PRI uses a wide range of techniques that include specified 'search and selection' methods and contingent-based recruitment techniques.
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