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Job Description
To establish and maintain effective support services for the property management functions of the portfolio, primarily the administration of Lease Agreements. To effectively manage the portfolio on a Regional Basis, the objectives being the reduction of rental expenditure and accurate recording of lease terms.
Responsibilities
- Procurement–
- Coordinate with vendors and service providers: This includes working with the procurement team on negotiating contracts, onboarding new vendors, placing orders, and resolving any issues. As per request from Employee or HR
- Manage procurement of mobile phone devices through Ariba Purchase for
- New employees (This is usually request by their managers during onboarding)
- Replacement phones for eligible old employees (Replacement is due after 30 months of using an existing corporate mobile Phone)
- Other purchases required.
- Telecoms Management– Interface between EMEA Telecoms team and Mobile network providers (9Mobile and MTN) in
- Account reconciliation (This is handled by the EMEA Telecoms on a Monthly basis)
- Removal and addition of mobile numbers from the corporate profile
- Account officers’ relationship management
- Administrative Assistance– Provide administrative support.
- Calendar management- scheduling meeting appointments for Sales team and customers. (Weekly forecast calls, usually on Mondays)
- Recurring meeting schedules (QBRs, Quarterly Account Planning, etc)
- Sales Medic and trainings and follow up on recurring sessions. (This is usually discussed and with the sale manager at the beginning of each quarter)
- Vacation calendar management (Collate TMs vacation schedule ahead of time for Summer and Christmas Break and ensure every TM going on Vacation has a cover that will be available)
- HR– Liaising with HR for Onboarding and exiting of employees.
- Issuance and retrieval of work equipment- Laptop, Phone, accessories, Access Badge, etc.
- Organization chart quarterly update (Org Chart is reviewed and edited if needed Quarterly)
- Addition or removal of TM from distribution list (For new joiners and leavers As required)
- TAX
- Point of contact for Tax related issues (All Tax letters received from LIRS and FIRS are scanned and sent to our tax consultants immediately and our internal tax team are always in copy.-,
Tax consultants you will be in contact with.
Internal tax – EMEA Tax Deal Support.
- Directing letters and Tax activities to Dell Tax team or Tax consultants (Ernst & Young) as required
- DELL Wellness Lead- Nigeria
Manage and lead all activities related to Dell wellness for Nigeria.
- Attending regional Wellness meetings. Regional lead for Dell Wellness.
- Sensitizing Team members on healthy competitions and activities throughout the year following the Dell Wellness Global guidelines.
- ERG collaborations.
- Many other Wellness activities.
- Marketing– Inventory management for marketing team
- IT– Point of contact for IT related issues and Inventory management.
- Travel Logistics– Provide general support to visiting Team Members: This includes travel logistics, directing them to the appropriate person or department.
- Invitation letters to Nigeria
- Visa on arrival process assistant
- Hotel relationship management for visiting TMs. Sales Exec.
- Security:
- Liase with the security team in the dissemination of important safety information to employees.
- Quarterly/Mandatory Security.
- Weekly meetings to analyze and advise on the security status of the country.
- Work closely with the security team in developing and implementing office security and safety procedure.
Operational Deliverables:
Will include, but not limited to:
- Attend to leasing and lease renewals, rent reviews, negotiations and documentation relating to obtaining approvals and acceptance of leases, facilitating the signing of lease agreements (from a Tenant perspective).
- Capturing of all new lease agreements, lease renewals and lease corrections on SAP.
- Assist accounting services, (Credit control), by arranging payment of rentals, adjustments, reconciliations, variance reporting and vendor creation.
- Assist in compiling deviation reports and communicate. Implement preventative steps to prevent recurring.
- Keep, maintain and update detailed monthly status updates of own building classifications.
- Assist with compiling property related reporting schedules.
- Actively maintain a reminder system to ensure finalisation of all matters pertaining to lease administration.
Decision making authority:
Works within the broad framework of existing policies and guidelines, as amended from time to time.
Required to work strictly within prescribed rules, routines & standards.
Qualification
- Grade 12 or relevant qualification equal to NQF level 4
- Additional Property related qualification of any NQF 5 or higher.
- A bachelor’s degree in finance, Property Management, Business or Accounting will be an advantage.
- At least 3-5 years relevant experience in Property Management/Administration, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services.
- Knowledge of South Africa’s property industry, property markets and general administration/Accounting/Finance acumen.
- Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement.
- ERP Systems and Procedures, general business and property management acumen, house rules, service contractors, insurance policies and procedures.
Location: Lagos State, Nigeria.
Apply: LEASING ADMINISTRATOR
