Lease Administrator

POSITION OVERVIEW

This role involves lease administration support to the Property Management Services and Finance Teams, for all assets under management. Specifically focusing on data extraction from lease documents across a variety of asset classes including Retail, Office, Industrial, Healthcare and Agriculture, maintaining accurate MRI database information, scheduled internal property management reporting and the facilitation of the day-to-day workflow requirements between the Property Management Services and Finance Teams.

GENERAL RESPONSIBILITIES

The tasks and responsibilities for the role are split into two (2) core areas being Lease Administration and Property Administration, specifically:

Lease Administration:

• Receive from Australian based Property Managers leasing documents which provide high level commercial and financial terms and conditions to feed direct into our leasing database, MRI. A large part of the role will be to review and thoroughly examine the supporting lease documentation to further input of lease data and lease notes into MRI (i.e. lease options, notices, onerous clauses, bank guarantee information, tenant contacts etc).
• With advice from the Property Managers, create and apply outgoing profiles to the lease for the purpose of ongoing recovery chargers to the tenant, including annual reconciliations.
• MRI maintenance, specifically conducting tenant establishment, tenant vacating the property, placing tenants into holdover arrangements through to deactivating leases upon final relocation.
• Raise monthly rental charges and issue tax invoices.
• Raise ad hoc charge requests through Hydra smart forms, upon Property Managers request
• Ensure tenancy schedules are updated immediately following work on a matter allowing for accurate reporting within the business
• Maintain register of retail sales history and provide reporting on turnover rent.

Property Administration:

• Rolling data integrity audits of tenancy details (including tenant contact details) within MRI to include high standard of information.
• Ongoing tenant maintenance in MRI including contacts, security deposit details, bank guarantees details including expiry dates, lease expiry dates and identify missed rent reviews (not including service contracts, facility management or property compliance documentation).
• Maintain critical dates and documents within MRI, such as insurance certificates expiries by running monthly reports and issuing reminder letters to tenants, audit bank guarantees and security deposits to ensure current securities are held against all leases, as well as general compliance lease matters.
• Maintain the property replacement insurance register for the properties under management, including certificates of currency.
• Receive soft copies of all new or replacement bank guarantees and update MRI information and upload a copy to MRI for future referencing. Provide reports to Property Managers regarding expiry of bank guarantees.
• Administer and ensure compliance of the acquisition and sale checklists, which includes regular follow ups with key stakeholders within the client to finalise.
• At acquisition of a new property rename soft copy leases provided by the seller to align to the clients criteria and ensure copies are placed onto the server and into MRI.
• Collate monthly reports Property Management Reports from Property Managers and ensure all are saved down to the clients server.
• Maintain the Document Library register, ensuring that soft copies of all leasing documents are kept in this platform as well as in MRI.

POSITION REQUIREMENTS

• Candidate must possess a Bachelors / College Degree
• At least 2 to 3 years of related work experience in lease administration or management in retail, industrial, commercial and agriculture asset classes.
• Strong communicator with excellent communication skills (both oral and written)
• Experience with processing purchase order systems is highly desirable
• Proficient in Microsoft Office applications
• Knowledge of systems such as MRI Software, Yardi, and JD Edwards is an advantage
• Able to work independently, highly driven and a team-player
• With pleasing personality, positive work attitude, and customer service oriented
• Highly organised and with strong attention to detail
• Adaptable and flexible to change and new systems and processes
• Has continuous improvement focus and time management skills