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Manager, Lease and Data Management

Kuala Lumpur , Malaysia

Ref#: 19027533

Date published: 14-Oct-2019

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POSITION SUMMARY
  • Onshore property and lease administration focal point, and primary liaison between portfolio managers for the Asia Oceana region and the Property and Lease Administration Team Centre of Excellence in Manila
  • Designated Lease Holder for a range of 100 active lease agreements in the REFX database, with the primary accountability for IFRS16 compliance 
  • Updating and validating lease including critical date notices to trigger projects for portfolio managers
  • Responsible for ongoing reviews of leased and owned property documents, compiling and maintaining critical location data including financial and contractual obligations as part of the lease administration process

JOB RESPONSIBILITIES
  • Review, abstract and/or perform quality control data audits of documents including updating and maintaining all lease information and data in our technology information systems, as required together with COE in Manila
  • Ensure proper document management measures are followed for all leased, owned and other associated documents. Receive all pertinent documentation for new leases, including lease abstracts, IDD screening reports, lease agreements, supplier information documents, W-9’s
  • Review client invoices in conjunction with lease requirements and collect proper supporting back-up documentation from landlords/billing authorities and confirm all calculations are correct with the support of portfolio managers
  • Conduct desktop audits of Year-End Common Area Maintenance (CAM), Insurance, and Real Estate Tax reconciliations, interpret, and analyze all charges for accuracy, in accordance with lease documents. Directly responsible for dispute resolution with landlord for any identified discrepancies, with the support of portfolio managers
  • Support bi-annual IFRS16 data assurance exercise
  • Ensuring the financial obligations are accurate and that monthly rents are processed in a timely manner
  • Oversee and manage the subtenant process including the recording and collection of monthly rent and the pass-through of invoices and year-end reconciliations
  • Communicate frequently with internal and external partners. Notify portfolio managers of critical dates and assist with general inquiries
  • Request and process certificates of insurance as required by the lease document
  • Review Estoppels and Subordination Non-Disturbance Agreements (SNDA’s) against the lease terms
  • Run IDD screenings on counterparties
  • Assist with raising PO’s for provider services, and processing invoices to ensure timely payment
  • Regularly exercises good judgment and logic in responding to leased and owned property inquiries from the client and/or landlords
  • Ensure that productive landlord and subtenant relationships are maintained in accordance with the lease and sublease agreements
  • Establish task priorities and create schedules for data updates with the PLAT COE team in Manila 
  • Assist managers with accurate financial and critical date reports for presentation, identify and record savings, identify exceptions, investigate causes of exceptions, and recommend solutions
  • Recommend new approaches, policies, and procedures to drive continual improvements in efficiency of services performed
  • Collaborate with other divisions and Client entities including Finance, Facilities Management, Legal, etc. as needed
  • Review monthly REFX reports, including Opportunity Screening Report and Critical Dates Report to identify actions
  • Verify lease payment file with the FM Business Manager / CD&P manager
  • Regular alignment calls with lease administration, lease accounting focal point and counterparts in other regions
  • Provide regular feedback to leadership

REQUIREMENTS
  • 5-10 years real estate experience, working on both landlord and tenant side
  • Experience with lease administration, A/P systems (not mandatory) 
  • Experience working with REFX within SAP (not mandatory) 
  • Strong understanding of lease agreements, easements, purchase and sale agreements, Opex reviews, critical dates management 
  • Strong financial acumen and understanding of IFRS16 requirements
  • Excellent verbal and written communication skills
  • Maintain trust and strong relationships with team members, leadership, and clients
  • Able to provide superior client service remotely to internal and external clients
  • Must demonstrate initiative and reflect a sense of urgency in daily duties by meeting or improving upon deadlines
  • Bachelor’s degree in Accounting/Finance/Real Estate a plus
  • Experience in property management, real estate accounting preferred