Leasing Administration Manager

Join us as a Lease Administration Manager overseeing 250+ properties. Ensure admin accuracy, stakeholder liaison, and data input. Drive results with us

**What’s on Offer**:

- Join a Values led organisation; a company that makes a difference to the health & well-being of our most loved pets
- Excellent benefits, including retail discounts, a fitness passport, and Mental Health accredited workplace.

**Your New Chapter**:

- We're seeking for a motivated and outcome-oriented individual to become part of our team as a Lease Administration Manager. In this role, you'll oversee the efficient management of over 250 leasehold properties. Supporting the Property Manager, you'll ensure all administrative tasks are completed accurately and promptly, maintain clear communication with internal stakeholders, input lease administration data into our Property Management system (Lease Eagle) in a timely manner, and manage external relationships effectively.

**Key Responsibilities**:
**Lease Management**:

- Proactivity manage and co-ordinate the lease & compliance requirements including Lease Renewals, Exercising Options & Rent Reviews in accordance with direction from Operations for 250+ premises in Australia/NZ.
- Ensure the property management system (Lease Eagle) accurately reflects the current commercial terms for leases, including setting up new hospital records for newly acquired clinics.
- Manage rental increase advice to landlords and preparation of option renewal letters, in accordance with lease notice periods & internal approval processes.

**Administration**:

- Coordinate, prepare and arrange the execution of legal documentation for all leases in accordance with corporate guidelines.
- Ensure property and lease files are maintained and kept up to date in accordance with company policy, including maintaining appropriate tenant lease files, records, correspondence and file notes in relevant software systems.

**Financial**:

- Manage and maintain bank guarantee register, security deposits, concessions and legal documentation to ensure the Operations and Finance maintain full compliance with its legal and contractual obligations,
- Review and approve payment of monthly rent & weekly variable outgoings, in accordance with the leases, in conjunction with 1xdirect report.
- Assist with the preparation of the annual budget and forecasting, as required,
- Track lease savings

**Collaboration and Reporting**:

- Support Head of Property, ensuring accurate and complete data available to negotiate lease terms and support preparation of market analytics for lease negotiations.
- Support resolution of property maintenance issues
- Track and report key metrics and prepare management reporting for regular property updates, escalating risks & proactively flagging exceptions.
- Act as a point of escalation between the property and finance teams to resolve any financial issues.

**Qualifications**:

- Minimum 3 years’ experience in Property Administration Management.
- Experience with Lease Eagle or similar lease management software
- Demonstrated lease administration and contracts administration experience.
- Preferable Tertiary qualifications in a property related discipline.
- Understanding of budget preparation, financial management and property revenue/expenditure analysis.
- Understanding of end-to-end property management administration processes.
- Ability to collaborate and communicate effectively with all levels across an organisation.
- Intermediate MS Office skills (Word, Excel, PowerPoint and Outlook)

**Key Competencies**:

- Strategic thinking
- Relationship building
- Results-oriented
- Creative problem-solving
- Analytical skills
- Adaptability and flexibility

**How To Apply**:
**VetPartners is committed to Equal Employment Opportunities. We are committed to being an inclusive, diverse, and flexible workplace where differences are valued. We welcome people of all backgrounds, experience, and abilities.