Job Ref #: OFA01
Industry: Property
Job Type: Permanent
Positions Available: 1

Job Description

Purpose of the Job

Provide administrative and specialised support to the Centre / Portfolio Manager/s. Drafts lease agreements and other admin documents. To be the first point of contact that any incoming customer or caller has with the company. 

Key Performance Areas

Administration

• Draft offers, LAS’s and other relevant documents and collate lease information (as required for GOBI) and ensure accurate loading on tenant profiles. 
• Draft all agreements, including lease agreements, addendums etc. with 100% accuracy and ensure leases are signed and returned. 
• Ensure finalised leases are kept safely in a locked safe. 
• Load all rental charges and ad hoc charges (including utilities) into the system and ensure correct and accurate rental statements are sent to the Financial Manager to check and raise timeously on a monthly basis in accordance with their lease agreement. 
• Complete monthly GLA and vacancy and any other leasing reports required. 
• Capture leases on the Property Management system. 
• Process tenants take back inspection reports and notify Building and Leasing Consultants as well as utility management company and credit controller. 
• Liaise with Clients, all internal parties and external Brokers about lease agreements. 
• Assist with deposit refunds and returning of bank guarantees.
• Ensure data clean-up on the Property Management system.
• Assist with compilation of the monthly report packs.
• Assist Portfolio / Centre Managers and SBU as and when required. 
• Notify the utility company of any changes or updates to tenancies. 
• Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded. 
• Update and keep tenant contact list and detail up to date. 
• Raise ad hoc batches as required by the Portfolio / Centre manager and ensure sign off of same prior to processing. 
• Ensure tenant files are kept either electronically or on site bearing in mind POPIA requirements. 
• Conduct Biannual audit of all tenant leases, to ensure that all leases have been signed off and loaded correctly.

Reception and General Administration

• Interaction with clients, tenants and contractors and ensure professional interaction to resolve queries. 
• Turnover and trading analysis reports including but not limited to Belinda Clur, MSCI, management reports and any other required format. 
• General office duties e.g. filing, photocopying, binding of monthly management pack and lease agreements etc.
• Answering the telephone, screening and directing calls to other staff members as well as providing basic information to callers. 
• Keeping the reception area tidy and well maintained. 
• Ensure that meeting rooms are services between meetings and that lunch orders are taken and carried out / managed, when required. 
• Compile minutes of each team / contractor meeting when required. 
• Manage the ordering of stationery and control thereof. 
• General support to Centre Management Team.
• Obtain all reporting tenants monthly turnover figures by the 10th of each month. 
• Accurately capture into excel spreadsheet and relevant system. 

Job Requirements

Knowledge & Key Competencies

• High level of accuracy and attention to detail.
• Excellent problem-solving and analytical skills.
• Ability to work independently and as part of a team.
• Retail property, commercial property, shopping centre, or real estate experience highly advantageous.
• Understanding of lease administration, tenant management, vacancy reporting, and property-related documentation preferred.
• Strong customer service orientation with the ability to interact professionally with tenants, clients, brokers, contractors, and internal stakeholders.
• Excellent verbal and written communication skills.
• Experience working on MRI, or similar Property Management Systems.
• Proficient in Microsoft Office Suite with strong Excel skills

Education

• Grade 12/ matric (essential)
• Relevant qualification in Business Administration, Property Management, Finance, or related field will be advantageous

Experience

• 2–3 years' proven experience in an administrative role, preferably within the property management, commercial property, real estate, or retail environment. 
• Experience in drafting and administering lease agreements, addendums, and tenant documentation. 
• Experience dealing with tenants, clients, contractors, and service providers. 
• Previous reception and front-office experience is advantageous.
• Advanced Microsoft Excel proficiency is required.

Closing Date: 14 August 2026