The Lease Administration Officer will be responsible for the lease administration process for all entities within the Mukuru Group ensuring compliance with all applicable legislation and relevant regulations.
- The Lease Administration Officer reports directly to the Commercial Legal Advisor (Operations).
- This position is responsible for the complete lease administration process for all entities within the Mukuru Group, including:
- Negotiating lease terms with property owners/landlords/real estate agents/representatives;
- Drafting and/or reviewing new leases;
- Processing lease renewals, amendments and terminations;
- Maintaining accurate records and updates of all lease activities in the lease database;
- Producing lease reports;
- Tracking rental payments and fees, ensuring correct rentals are paid on time;
- Preparing and sending notices;
- Conducting legal research to ensure compliance with applicable laws;
- Maintaining positive relationships with all internal and external stakeholders;
- Managing legal risks and implications of all lease transactions; and
- Coordinating with other business units as necessary.
- Internal Liaison takes place with internal stakeholders including those within the Operations Team.
- External liaison takes place with landlords/rental agencies/representatives.
- Provide effective and high-quality legal advice (including opinions) to all key stakeholders within the business on all issues related to leases required for operation of the business
- Research regulations, laws, and legal articles to assist with the preparation of legal advice
- Respond and resolve ad hoc legal queries relating to leases timeously and effectively
- Draft and review lease agreements and related documentation necessary for business operations ensuring compliance with all in-country legislation
- Assist with the safe storage of all soft (and, where applicable, hard) copies of lease agreements and related documentation
- Review and process all new lease agreements, amendments, renewals and terminations in a timely and accurate manner
- Serve as the primary point of contact for property owners/landlords/real estate agents/representatives regarding lease-related questions and issues
- Maintain up-to-date records of all current and expired leases in the lease database, including key dates, terms, and conditions
- Prepare monthly reports detailing upcoming lease expirations, renewals, and other pertinent information for management review
- Negotiate lease terms and conditions with property owners/landlords/real estate agents/representatives on behalf of Mukuru, within established guidelines
- Review monthly invoices and rental sheets for accuracy and compliance with lease terms prior to approval for payment
- Ensure rental payments are processed in a timely and efficient manner
- Ensure deposits paid are recorded and reimbursed at termination of lease
- Handle escalated issues and complaints in a professional and courteous manner
- Perform other duties as assigned
- Work with the other legal team members, relevant stakeholders and external service providers in identifying and managing potential legal risk
- Assist with the implementation of plans to address areas of concern
- Carry out corrective action and follow up to ensure risk has been mitigated
- Manage expectations and relations with internal and external stakeholders
- Negotiate with internal and external stakeholders when required
- Proactively build positive relationships with all internal and external stakeholders
- Communicate the process and timeframes for requests to all internal and external stakeholders effectively and constructively
- Update internal and external stakeholders regularly and ensure required turnaround times are met
- Manage delivery of outsourced work
- Assist with providing required information and documentation to auditors during annual audits
- Liaise with both internal stakeholders (including directors and shareholders) and external stakeholders (including company secretaries, service providers, business partners and auditors)
- Respond to internal and external queries timeously
- Provide documentation and information to approved parties when required
- Carry out legal research and investigations (through internet searches and other legal resources)
- Keep on top of relevant legislative, regulatory and industry changes and assess impact of any new legislation providing updates to line manager when required
- Analyse data and recommend course of action when required
- Monitor and manage own time
- Attend regular 1-to-1s with line manager
- Attend bi-annual performance review with line manager
- Attend all required training courses
- Grade 12 or equivalent (Essential)
- LLB qualification (Essential)
- Admitted Attorney (Desirable)
- 3-5 years experience in lease administration or similar role
- Solid experience drafting of lease agreements
- Highly organized and detail-oriented
- Strong administrative skills
- Excellent written and verbal communication skills including strong negotiation skills
- Excellent analytical, critical thinking, problem solving, and research skills
- Multi-tasking skills
- Ability to work well under pressure and stick to tight deadlines
- Ability to work independently and with a team
- Computer literate (MS Office) (Essential)
- Knowledge of the whole lease administration process from beginning to end
Should you be appointed in a remote/work from home role at Mukuru, it is your responsibility to ensure that you have uninterrupted internet connectivity and a work-like environment at your home location, in order to deliver your best in terms of performance, productivity and service to our customers.
If you do not receive any response after two weeks, please consider your application unsuccessful.
NB: ALL STAFF APPOINTMENTS WILL BE MADE WITH DUE CONSIDERATION OF THE COMPANYS EE TARGET
