Leasing and Finance Coordinator

Job Purpose To provide dedicated leasing financial and administrative support to the Leasing Team by ensuring efficient lease management financial performance tracking and management credit control oversight and operational reporting.

Lease and Legal Compliance

1. Review lease agreements for financial and commercial accuracy when required.
2. Understand and interpret lease clauses relating to rent escalations turnover and lease obligations.
3. Ensure annual increases (rates operating costs rent escalations) are implemented in accordance with lease terms. Take control of the annual rates & taxes increases to ensure that all Leasing Administrators action the increases / decreases accurately and in time.
4. Manage and assist in the annual leasing audits.
5. Support the Leasing Administrators.

Financial Oversight and Budgeting

1. Analyse tenant income statements identify trends risks and opportunities.
2. Prepare annual leasing budgets and forecasts in collaboration with leasing and property teams.
3. To take control of the budgeting of both CPA and Octodec the preparation the timelines and submissions.
4. Assist with cash flow projections and rental income forecasting.
5. Track and interpret tenant turnovers; calculate turnover rentals where applicable. Develop a system where turnovers are captured easily accessible and that we are billing turnovers timely.
6. Ensure that the Shopping Centres are sending monthly unaudited turnovers from the National / Key Account tenants and providing same through to you to share with the Leasing Specialists.
7. Review the monthly rental variance report and action commentary where required.
8. Attend budget and financial controlling office meetings.
9. Review all commissions to ensure that invoices and supporting documents are attached prior to the approval of the Leasing Manager and Executive.
10. Review all RFIs and pre-approve prior to the signature of the Leasing Manager and Executive.
11. Extract and manage the outstanding leases upcoming renewals and monthly leases together with the Leasing Specialists.

Credit Control Liaison

1. Oversee rental collections in conjunction with the credit control team.
2. Review arrears report and assist with action plans for recovery.
3. Engage with tenants where necessary to support resolution of rental and payment queries.
4. Ensure weekly arrears reports are updated and reports generated for the Leasing Manager and Executive. Review comments prior to distribution.
5. Implement and ensure that the Credit Controllers are doing monthly pre-billing checks and signing same off.
6. Track and manage the credit control performance.
7. Frequent meetings with the Credit Controllers.

Administration & Coordination

1. Oversee and support lease administrators.
2. Develop and maintain lease summaries and status reports in terms of outstanding expired monthly reports.
3. Ensure timeous lease renewals and terminations.
4. Have regular meetings with the Lease Administrators to track upcoming renewals status of expired outstanding and monthly leases.

Reporting & Systems

1. Compile monthly and ad hoc leasing reports (vacancy reports leasing performance renewals pipeline etc.).
2. Ongoing Deals: OneDrive: Ensure that all Excel sheets are the same (conform) and that there is a sheet which consolidates all Leasing Consultants deals into one spreadsheet.
3. Track leasing and Credit Control KPIs and provide updates to the leasing manager/team.
4. Advanced use of Excel for modelling analysis and reporting.
5. To be the Leasing Super User for MDA DealiT.
6. Compile various statistic reporting for the Leasing Manager and Executive.
7. Compile monthly Consol report for final review by Leasing Manager and Executive.
8. Prepare Exco reports in accordance with the Executives requirements.
9. Track the monthly tenant movement report and share it with the Executive.
10. Manage the Fresh Desk Tickets weekly and notify Leasing Specialists who are not meeting the SLA turnaround times. Also copy the Leasing Manager and Executive.
11. Commercial Leasing Error Report: Share with the Leasing Team and the turnaround time for corrections is 48 hours.

Team & Management Support

1. Serve as the go-to person in the absence of the Leasing Manager for admin/financial coordination.
2. Train mentor and oversee Lease Administrators and Credit Controllers.
3. Coordinate between internal departments (Finance Legal Property Managers).
4. Facilitate team productivity by identifying and solving workflow bottlenecks.

Working Conditions: Office based. Limited travel.

Qualifications & Experience:
1. Matric certificate Required.
2. Minimum 5 years experience in property industry (retail office or industrial) Required.
3. At least 3 years experience in accounting budgeting forecasting - Required.
4. At least 3 years experience in office administration - Required.
5. Experience with property management systems (e.g. MDA MRI) - Advantageous.

Skills & Knowledge Required:

1. MS Office:
a. Excel - Intermediate
b. Word Intermediate
c. PowerPoint Intermediate
d. Outlook Intermediate
2. Strong financial acumen and ability to interpret income statements.
3. Knowledge of lease structures commercial terms and escalation mechanics.
4. Strong administrative and organising abilities.
5. Strong reporting abilities.
6. Mature proactive self-starter able to take initiative and ownership.
7. Excellent communication and interpersonal skills; team player with leadership ability.
8. Detail-oriented and accountable.
9. Ability to multitask and work under pressure.

PersonalAttributes:
1. Problem solving find solutions when emotions are involved.
2. Stress tolerance coping with stressful situations.
3. Empathy understanding & appreciating how others feel.
4. Independence be self-directed and free from emotional dependency.
5. Assertiveness communicating feelings and beliefs; being non-offensive.
6. Persuasion negotiating selling influencing and attempting to persuade people or trying to change the point of view of others.
7. Teamwork cooperation with others good-natured attitude and encouraging people.
8. Persistence sticking with tasks not giving up dislike leaving things unfinished.
9. Rule following adhere to rules and strictly follow work regulations.
10. Attention to detail focus on details strive for perfection and be well organized.
11. Planning enjoy making detailed plans and long-terms plans.