Leasing Administrator

Our client, a well-established property management company based in Doringkloof, Centurion, is seeking a detail-oriented Leasing Administrator to provide comprehensive administrative support across the full leasing cycle. This includes managing lease documentation, maintaining tenant records, ensuring compliance, generating reports, and coordinating with key stakeholders. The ideal candidate will possess strong administrative skills, exceptional attention to detail, and proven experience within a commercial property environment.

Job Purpose

To provide accurate, efficient, and proactive leasing administration support to the Leasing Manager. You will manage lease documentation, maintain precise tenant and lease records, support compliance processes, and ensure seamless administration throughout the leasing lifecycle. This role requires strong organizational skills, a solid understanding of commercial lease agreements, proficiency in MDA, and the ability to juggle multiple priorities in a dynamic property management environment.

Requirements

Minimum Education

• National Senior Certificate (essential)

Minimum Experience

• 2+ years of experience in lease administration, property administration, or a similar commercial property environment

Required Nature of Experience

• Working knowledge of commercial lease agreements and lease administration processes
• Experience maintaining tenant records, lease documentation, and property-related databases
• Experience working with MDA or similar property management systems (essential)
• Experience managing administrative processes, reports, schedules, and document control
• Engaging professionally with tenants, brokers, property managers, finance teams, and external stakeholders

Skills and Knowledge

• Strong understanding of commercial lease agreements and lease administration processes
• Proficiency in MDA, Microsoft Office (Word, Excel, Outlook), and document management systems
• Excellent attention to detail and high accuracy when handling contracts, reports, and tenant information
• Ability to maintain trackers, schedules, registers, and electronic filing systems
• Strong written and verbal communication skills
• Ability to identify administrative discrepancies and escalate issues appropriately
• Capacity to manage multiple deadlines and priorities in a fast-paced environment

Additional Requirements

• Proficiency in English is required; Afrikaans is advantageous
• Valid driver's license and reliable own transport

Key Performance Areas and Objectives

Leasing Administration Support

• Provide dedicated daily administrative support to the Leasing Manager
• Manage leasing enquiries, documentation requests, and administrative follow-ups
• Coordinate internal approvals, tenant information requests, and broker communication
• Assist with scheduling property viewings, tenant meetings, and leasing appointments
• Maintain accurate leasing files, records, and correspondence

Lease Documentation and Contract Administration

• Assist with the preparation, review, circulation, and tracking of lease agreements, renewals, addenda, and amendments
• Ensure lease packs contain all required supporting documentation prior to execution
• Review lease documentation for accuracy, completeness, and alignment with approved commercial terms
• Maintain executed lease agreements and ensure documentation is correctly filed and easily accessible
• Identify administrative or contractual discrepancies and escalate them to the Leasing Manager

MDA Administration and Reporting

• Capture and maintain accurate tenant and lease information on the MDA system
• Ensure lease terms, commencement dates, expiry dates, escalation rates, deposits, and billing information are updated correctly
• Generate and maintain comprehensive leasing reports, tenant schedules, expiry schedules, and control registers
• Identify and resolve data inconsistencies in collaboration with the Leasing Manager and finance team
• Maintain accurate lease control systems and reporting documentation
• Supply RUBS (Ratio Utility Billing System) information for budgeting purposes

Tenant Compliance, Stakeholder Coordination, and Team Support

• Communicate professionally with tenants, brokers, internal departments, and external service providers
• Assist with tenant onboarding and movement administration
• Prepare tenant welcome packs and related administrative documents
• Coordinate tenant app registrations and access administration where required
• Conduct lease audits and verify tenancy schedules and rentable areas
• Assist with general lease filing, document management, and leasing administration
• Work collaboratively with the Leasing, Property Management, Finance, and Legal teams
• Prioritize multiple tasks effectively during peak periods while maintaining high standards of accuracy and service

Remuneration Offered

Market-related and commensurate with experience.