Senior Analyst - Lease Admin

TITLE

SENIOR LEASE ANALYST

POSITION GOALS

Ø To deliver exceptional Lease Administration services to JLL clients

Ø To cross-check and verify abstracts and system data;

Ø To audit and review system reports and system data for accuracy

Ø To deliver relevant and accurate reporting to JLL clients

KEY CONTACTS

Ø Internal: Transaction Managers, Account managers, Transition Managers

Ø External: Clients and their teams

Duties & Responsibilities

Ø A high degree of independence is required on a day to day basis

Ø Act as the primary contact for interaction with all parties to keep the lease administration database current and accurate

Ø Primary duties and responsibilities include the following:

• Liase with internal and external parties to obtain appropriate lease documentation
• Manage document workflow to ensure team responsibilities are completed in a timely manner
• Generate monthly reporting package for client which includes critical date and portfolio summary reporting
• Complete an audit of works completed by JLL's Lease Administration teams
• Complete Operational Expense Reconciliation on behalf of our clients and update our Lease Administration system
• Work closely with colleagues within other Lease Administration teams to ensure workload is completed in a timely and accurate manner
• Assist in the transition of new accounts into JLL responsibility. This may include audits and process testing
• Obtain and review landlord invoices to ensure adherence to lease requirements
• Generate Accounts Payable reporting and prepare invoices for payment
• Perform Accounts Receivable reporting
• Generate Accounts Receivable reporting and communicate with client on outstanding payments
• Complete all duties with a focus on cost avoidance for our clients
• Obtain, track and report on Insurance and Security deposit matters (where applicable)
• Communicate with clients, landlords and tenants when required
• Ensure our processes and procedures are maintained to ensure adherence with all internal and external compliance policies
• Prepare monthly client invoices (where applicable)
• Generate client aging reporting and liase with clients to ensure fee collection (where applicable)
• Manage ad hoc projects to ensure clear communication on progress and timely completion of all assigned tasks
• Training of new staff members when required
  
  

Best practices

Ø Develop and maintain a library of best practice policies and procedures relating to lease administration (where required and in consultation with the Operations Manager – Lease Administration);

Ø Develop and maintain standard checklists, templates, work flows and documentation for use for each client (where required and in consultation with the Operations Manager – Lease Administration);

EMPLOYEE SPECIFICATIONS

Ø University graduate (Commerce / Finance Background) or equivalent work experience in lease administration;

Ø A minimum of 3-5 years’ industry experience required either in the corporate environment, third party service provider or as a consultant;

Ø Strong attention to detail and good organizational, interpersonal skills required;

Ø Knowledge of real estate leases and accounting would be useful;

Ø Demonstrated ability to maintain and manage accurate data;

Ø Demonstrated ability to prioritise work within tight operational and financial deadlines;

Ø Good interpersonal skills to operate as a pro-active member of a small core team;

Ø Positive approach to meeting clients’ needs;

Ø Sound computer skills in Microsoft Word and Excel;

Ø Experience in using a property management/lease administration system.

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