Role Purpose

The Lease Controller is responsible for overseeing and managing control of all lease contracts while ensuring the accuracy and integrity of tenant and building data within property management systems. The role supports the financial reporting process by maintaining accurate lease information, managing tenant adjustments, and assisting with commission calculations and invoicing.

The incumbent plays a key role in supporting property management functions by ensuring that financial and lease-related data is accurate, compliant, and aligned with contractual obligations. The position also assists with audit requirements, monthly reporting to clients, and maintaining efficient administrative processes that support the overall property management operation.

Key Responsibilities

Lease Commission Management

Ensure accurate verification, calculation, and processing of lease commission transactions.

• Review and verify lease agreements to ensure commission details are accurate.
• Process and invoice lease commission transactions through SAP.
• Ensure commissions are calculated correctly in accordance with contractual agreements.
• Maintain accurate records of all commission transactions and related documentation.

Data Integrity Management

Maintain the accuracy and integrity of tenant, lease, and building data across property management systems.

• Ensure the accuracy and reasonableness of contract summaries and related data.
• Link contract information correctly to relevant space pockets within the system.
• Maintain accurate tenant and lease data within property management systems.
• Manage tenant balances for new clients and buildings transferred or sold.
• Ensure data integrity is maintained within systems such as Nicor.

Tenant Adjustments and Administration

Implement tenant account changes and ensure that all adjustments are accurately processed.

• Process tenant adjustments as instructed by the Property Manager and Accounts Receivable team.
• Ensure corrections and updates are accurately reflected in the property management systems.
• Assist with reconciliation and verification of tenant account balances where required.
• Maintain accurate documentation relating to tenant changes and account adjustments.

Audit and Compliance

Support internal and external audit processes related to lease and financial data.

• Respond to and resolve audit queries related to tenant accounts and lease information.
• Implement audit recommendations and corrective actions where required.
• Assist with tenant account adjustments arising from audit findings.
• Ensure documentation and records are maintained in accordance with audit requirements.

Financial Reporting Support

Assist in preparing accurate lease and tenant-related reports for client reporting.

• Compile and submit monthly lease and financial reports to the Financial Manager.
• Ensure reports are completed accurately and submitted within required timelines.
• Assist with reconciliation processes related to tenant billing and lease transactions.
• Maintain supporting documentation for all financial and reporting activities.

Administrative and Operational Support

Provide administrative support to ensure the efficient operation of property management functions.

• Maintain accurate filing and record-keeping systems for lease documentation.
• Support property management teams with lease-related administrative tasks.
• Ensure that documentation relating to leases, contracts, and tenant records is complete and accessible.
• Assist with additional administrative and reporting tasks as required.