Tender Administrator : Jobcrystal

Job Description

  • A JSE-listed property fund is looking for a Tender Administrator to establish and maintain effective support services for the property management functions, primarily biding for Tenders and the administration of the Lease Agreements. To create and manage all contracts.

 

Duties and Responsibilities

 

  • Sourcing tender notifications/advertisements/current tenders on the National Treasury website and other property tendering platforms.
  • Go through the tender document(s) and note the scope/tender specifications/special requirements/commencement date of the accommodation and the validation period.
  • Discuss the scope/special requirements/compliance of the building with the Facilities Manager and ensure estimated costings are noted, in order to establish the approximate expense to get this tenant in (the Executives would require this before the pricing will get approved)
  • Prepare and/or arrange for the pricing schedule based on the Rode report guidelines and submit to PM for review/approval, to arrange for approval from the Executives, before the tender should be filled in.
  • Briefing sessions: inform the PM and attend to get clarity about the tender requirements.
  • Distribute/share the tender document with the relevant people (LA’s/PM’s, Facilities Manager(s), Portfolio Manager and Head of Facilities)
  • Prepare the proposal letter confirming or committing to the bid special requirements, but wait for the figures to be approved before including them on this letter, this need to be reviewed by the PM/Portfolio Manager
  • Complete the tender documents accurately and timeously.
  • Compile the tender according to the required layout/submission instruction template found in the tender document (including the number of copies required – hard or soft copies)
  • Attend to any enquiries received in terms of new deals/renewals/vacancies, etc.
  • Follow and adhere to the lease process
  • Prepare any and all lease administration paperwork relevant to leasing, i.e. Lease Application forms, Offers, etc.
  • Loading and verifying leases on the MDA system
  • Facilitate the credit vetting process and ensure that all relevant approvals to do this is received.
  • Ensure all the relevant approvals are in place when starting the lease process.
  • Internal liaison with different departments
  • Creating Lease Agreements according to Landlord/Executives mandate and approval, including Addenda and Cessions (any leasing-related agreements/contracts/letters)
  • Prepare commission claims (internal and brokers)
  • Create and manage Tenants files and loading of all contract info on the system
  • Ensuring the Lease Agreement gets sent to the tenant as detailed in the terms of the Offer to Lease and to facilitate the process until conclusion
  • Compile of management packs relating to leasing
  • Responsible for distributing offers to renew 6/12 months before expiry – as liaised and instructed by the Property and/or Portfolio Manager
  • Compile lease packs for countersignature by the Landlord
  • Receive and log complaints from tenants with relevant parties
  • Ensuring that expected turn-around times are agreed with the Property Manager and met
  • Understanding lease agreements, the leasing process and giving attention to detail and presenting top quality work/output
  • Check daily for adverts on Tenders and ensure the tenders are completed and compiled on time for submission according to the tender process.
  • Attend to any other tasks assigned by Management as and when required.
  • Drive the Tenant Deposit refund process.
  • Ensure that the required deposit payments are received from the tenants.
  • Follow up on all outstanding documents and securities with regards to the lease:
    • Lease agreements
    • Sureties
    • Deposits by means of cash or Bank guarantees from tenant & Banks
    • Keys and defects / take-on/take-back inspections
    • Resolutions
    • Addenda
    • FICA document
  • Conducting Lease audits
  • Vacancy schedule: ensuring the information is correct and provided monthly for uploading on the Website and distribution to the market.

Requirements

  • Matric coupled with relevant Office Admin/Property Related qualification.
  • In-depth knowledge of lease conditions (house rules, housekeeping principles) and collection activities
  • General business and property management acumen
  • Experience with MDA Property Management System would be an advantage good working knowledge of Microsoft Office
  • Property Administration experience advantageous
  • 3 years relevant experience, directly interfacing with clients and providing general administrative support services.
  • Interpersonal skills
  • Strong verbal and written communication
  • Multi-tasking
  • Query handling
  • Strong People and communication abilities
  • Ability to work with little supervision.
  • Administrative experience
  • Advanced MS Office proficiency
  • Commercial and negotiation skills and ability to understand contracts.

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