Lease Administrator

3 days ago

Sydney, Australia Mirvac Full time

Mirvac's people are our most valuable asset. We are proud to have built a culture of inclusivity, innovation and collaboration, becoming a place where people genuinely want to work. 

We also offer a number of competitive and unique benefits for permanent employees including:

  • Flexible Work Arrangements
  • $1000 of Mirvac Securities Annually
  • Leadership and Professional Development Programs
  • Generous Parental & Partner Leave Policy
  • Unlimited Volunteer Leave and National Community Day
  • Mirvac Pride Committee

Mirvac is an Australian property group with a clearly defined purpose to 'reimagine urban life'. For over 50 years, we've dedicated ourselves to shaping Australia's urban landscape. Our evolution has been significant, growing from a small joint venture to a thriving ASX-listed property group that leads the way in sustainability, innovation, safety and placemaking.

Our opportunity

As Lease Administrator, you will be responsible for providing efficient administration support to the Leasing and Revenue teams by preparing documentation and assisting with data entry, with a view to delivering exceptionally memorable and rewarding experiences to our tenants, operators, customers, guests, and communities. This is an end-to-end role of supporting the teams to create offers, right through to arranging internal execution and archiving of key lease documents. 

In this role you will be responsible for:

  • Ensuring the customer experience is encompassed in all aspects of the role.
  • Building collaborative relationships with Asset Management and Leasing/Lease Administration teams and attending meetings as required.
  • Accurately preparing and being accountable for Heads of Agreement (HOA) in accordance with designated timelines and agreed terms.
  • Managing the HOA process from acceptance of Broad Terms, by ensuring the HOA pack is issued, all documentation is executed and filed, and the information is accurately entered in Salesforce (or other nominated system).
  • Assisting Retail Leasing Executives and Partnership team members with the management of contacts and accounts in Salesforce and ensuring accuracy and currency of information and data entered, with non-adherence escalated where required.
  • Ensuring all HOA documentation is completed accurately and executed in line with Mirvac procedures.
  • Preparing Disclosure Statements and issuing to tenants/operators in line with the Retail Leases Act.
  • Preparing Holdover and Vacate Notices for issuing to tenants/operators, with directive from Leasing Executive for content of such notices.
  • Following up with Tenancy Delivery team, Centre Managers and Senior/Facility Managers for all relevant Lessor’s work documentation and accurate costs, as well as asset plans and individual survey plans.
  • Collection and verification of all documents required for LAF pack (ID, Credit Check, Company check, etc).
  • Where required, preparing, and distributing Short Term Licence Agreements for Leasing and Partnership team.
  • Proactively working to reduce documentation turnaround timelines, driving improvements and maximising efficiency of Lease Administration processes and reporting.
  • Co-ordinating the processing of Bank Guarantee lodgements and retrievals of Certificates of Title – all allocated assets.
  • Completing all Co-Sec duties - all allocated assets.
  • Preparing Request to Execute forms and letters for execution of legal documents– all allocated assets.
  • Working collaboratively with national teams to deliver divisional initiatives and contributing to the implementation of the strategy.
  • Adhering to Mirvac policies and procedures and internal reporting deadlines, and providing accurate and high-quality reports, and quick responses to requests for information. 

Your point of difference

To be successful, you will have managed high-volume administrative tasks amid conflicting priorities. While experience in the property industry and a strong sense of commercial and financial acumen are preferred, but not essential. A high level of IT proficiency is required (Microsoft Office, knowledge of Salesforce). The successful candidate will be proactive and self-motivated, not just adept at solving problems and improving systems and procedures, but also keen on driving efficiency and effectiveness. You are a team player who has the ability to work independently or collaboratively. Exceptional administration and time management skills are a must, along with strong attention to detail and an inherent ability to maintain confidentiality and discretion with corporate information.

All of these attributes are preferred, if you think you may be the right fit for the role please still apply.

Apply now
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