Lease Administrator

8 months ago

Melbourne, Australia QIC Limited Full time

**Position overview**

We currently have a vacancy for a Lease Administrator. This person would take carriage of the lease administration process from offer documentation at commencement of the negotiation, through to signed lease documentation including the administration of ancillary requirements such as procuring bank guarantees, insurances and processing incentive payments for your allocated assets/matters.

**The Role**

This role will include reviewing proposed Lease deals to ensure they accord with signed heads of agreement prior to submission by the Leasing team for Landlord approval. It will also involve engagement with the QIC Legal team or the Lease Administration Manager and National Lease Administration Manager on any complex special conditions and/or letter of offer documentation. Other responsibilities will include:

- Prepare acceptance letters and solicitor’s instructions in accordance with approved lease deals (prioritising, as required).
- Ensure the timely issue of all documents in accordance with a speed to market philosophy and internal service level timeframes.
- Track lease administrator milestone dates within tracking reports including regularly updating reports utilised by the wider Retail Design and Delivery Team.
- Review draft lease documentation as prepared by external solicitors, review and consider requested lease amendments and prepare responses in accordance with Lease Administration response guidelines and input from the QIC Legal team and internal stakeholders when required.
- Prepare lease certification packages following certification from QIC’s external solicitors (including ensuring that documentation reflects owner approvals).

On the Process and Governance side, this role will also involve:

- Manage Lease Administration matters and be responsible for progressing tasks to finalise lease transactions.
- Track proposed handover dates and actively pursue the return of lease documentation and ancillary items, including bank guarantees, fees, certificates of currency, etc.
- Act as the initial point of contact for the relevant asset through which relevant stakeholders (e.g. Leasing, Centre Management, Investment Management and Retail Design and Delivery teams) can obtain information in relation to the status of active lease negotiations.
- Enter the return of signed lease documentation, along with receipt of bank guarantees, holding deposits and insurance certificates, in QIC Real Estate’s leasing database platform and provide weekly summaries to the Lease Administration Manager.
- Collate fitout contribution paperwork in accordance with agreements and process payments in accordance with internal frameworks, track the progress of payments (having regard to agreed timeframes for payment), liaise with all stakeholders for authority to release payment, and confirm payment of the fitout contribution to the relevant lessee.
- Attend project and retail delivery meetings and provide status of lease negotiations and document execution.

**About you**
- Confidence and ability to communicate on all levels with key stakeholders
- Superior prioritisation and time management skills
- Ability to work to deadlines
- Working knowledge of retail shop lease legislation and principles
- Negotiation skills
- Excellent attention to detail
- Team player who embraces a positive culture
- An appreciation of risk management principles

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