Lease and new business Administrator - Pretoria East

SUMMARY:
The New Business & Lease Administrator will provide administrative support to the New Business team, focusing on both general office tasks and specialized lease administration. The ideal candidate will be detail-oriented and capable of managing a variety of responsibilities, from coordinating meetings and preparing lease agreements to assisting with new business opportunities and handling tenant communications.

POSITION INFO:
Key Responsibilities:
1. General Administration:

• Provide administrative support to the New Business team, including managing schedules, coordinating meetings, and preparing documents.
• Handle correspondence, draft emails, and manage communication with internal and external stakeholders.
• Maintain organized filing systems for documents, both physical and electronic, using tools such as Microsoft 365.
• Assist in preparing reports, presentations, and other business documents as required.

• Accurately prepare, maintain, update, and review lease agreements and related documentation, ensuring compliance with company policies and legal requirements.
• Assist prospective tenants with their application process and ensure all lease documents are accurate.
• Maintain an up-to-date database of all lease agreements and tenant information.
• Track key lease dates, such as renewals, expirations, and rent escalations, and notify relevant team members as needed.
• Coordinate with tenants for lease-related communications, ensuring queries are resolved efficiently.

• Draft and finalize lease-related documents, amendments, proposals, and agreements.
• Liaise with attorneys to send instructions for new agreements, review drafts from attorneys, and prepare for final checks by asset managers.
• Ensure that all lease-related documents are correctly filed, both electronically and in hard copy, and are accessible when needed.

• Compile and maintain detailed records of leasing activities.
• Assist in the completion of monthly management reports.
• Engage in regular administrative and business unit meetings to align with client goals.

• Support asset managers by gathering market data and staying informed about market trends.
• Prepare and distribute marketing materials such as brochures, maps, and flyers.
• Liaise with the marketing department to coordinate marketing deliverables and assist with the creation of marketing materials as required.

• Assist in sourcing new tenants and facilitate communications for the new business team.
• Support the team with potential new business leads and ensure all necessary documents are compiled and prepared for new business opportunities.
• Assist in preparing and completing tender documents, proposals, and presentations for prospective clients or partners.
• Maintain and update various new business-related lists and liaise between departments to coordinate documentation.