Retail Lease Administration Opportunity with Broll Property Group

Broll Property Group is seeking a detail-oriented and reliable Lease Administrator to support Brits Mall on a permanent basis within the Investor Services division and Resilient Portfolio business unit. Based in Britstown, Northern Cape, this associate-level administrative role is ideal for candidates with experience in retail lease administration, tenant records management, and property documentation control.

The role plays a vital part in ensuring that all lease records, deposits, fees, and supporting documentation are accurate, current, and compliant with company standards and legal requirements. The successful candidate will work closely with leasing managers, portfolio teams, and internal departments to support effective tenant and lease lifecycle management.

Position Purpose

The primary purpose of the Lease Administrator role is to manage and maintain accurate lease administration records as assigned. This includes maintaining tenant records, managing deposit and lease fee accounts, preparing reports and summaries, and performing associated administrative and clerical duties.

The role supports the full lease lifecycle, from drafting and capturing lease agreements through renewals, amendments, cessions, and terminations, while ensuring compliance with internal procedures and timelines.

Lease Administration and Tenant Records

The Lease Administrator is responsible for the accurate and timely completion of assigned lease administration functions. This includes terminating tenant accounts upon instruction and notifying relevant departments of tenant movements and changes.

The role requires capturing journal entries relating to lease fees and deposits, including the appropriation of deposits, and ensuring that all financial records are accurate and properly supported. The incumbent will arrange invoices for tenants paying deposits or rental in advance and ensure that all documentation is uploaded to the relevant systems and archived correctly.

Utilities, Adjustments, and Documentation Control

A key responsibility includes managing electricity and water adjustments by notifying utility companies, advising meter readers of tenant movements, and ensuring that all adjustments are accurately processed.

The Lease Administrator sends tenants copies of signed leases and offers, manages credit rating procedures, and ensures that all relevant documents are uploaded to BOL and that original lease documents are sent for archiving.

Lease Drafting, Processing, and Tracking

The role involves drafting and preparing lease agreements, maintaining registers of lease movements, and capturing and processing lease agreements via owner approval forms. This includes managing lease cessions, preparing, cancelling, and amending lease agreements, addenda, and suretyships.

The Lease Administrator handles and verifies deposits and bank guarantees, manages replacement guarantees and additional deposits, and ensures that all related reports are updated accurately. Regular reconciliation of deposit accounts forms part of the role, with strict adherence to deadlines and timelines.

Reporting, Audits, and Compliance

The position requires maintaining and updating lease audits and building lease profiles, uploading monthly leasing reports for management packs, and preparing monthly executive summaries for reporting to the Leasing Manager.

The Lease Administrator ensures that all lease tracking processes are followed in accordance with established standards, policies, and procedures, and that management is kept informed of any significant issues or deviations.

Communication and Stakeholder Coordination

The role requires effective communication and coordination with company personnel and management. This includes liaising with Property Administrators regarding tenant movements, assisting Portfolio Management personnel as needed, and attending management meetings where required, including taking minutes.

Strong interpersonal skills are essential, as the role interacts regularly with leasing teams, finance departments, utility providers, and management stakeholders.

Performance Expectations

Performance in this role is measured by the accuracy, completeness, and timeliness of lease documentation, records, and reports. Good working relationships with internal teams, clear communication with the Leasing Manager, and adherence to standards and deadlines are critical success factors.

Qualifications

Matric is required.
A good understanding of legal leases is essential.
Basic understanding of accounting practices is required.

Skills and Abilities

Well organised with strong attention to detail and accuracy.
Good numerical and reconciliation skills.
Excellent grammar and spelling in a business context.
Strong administrative and organisational capability.
Excellent verbal and written communication skills.
Dependable, flexible, and self-motivated.
Strong computer skills and ability to work with PC-based systems.
Good interpersonal skills and a cooperative team-focused approach.

Employment Details

Position: Lease Administrator – Brits Mall
Company: Broll Property Group
Division: Investor Services
Business Unit: Resilient Portfolio
Industry: Retail Property
Job Functional Area: Administrative
Employment Type: Permanent
Location: Britstown, Northern Cape
Experience Level: Associate
Closing Date: 12 February 2026

Apply for Lease Administrator – Brits Mall

Candidates with retail lease administration experience who meet the above requirements are encouraged to submit their applications.

👉 Apply for Lease Administrator – Brits Mall

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