Executive - Leasing Admin

Objective:

This position is responsible for maintaining and updating lease records, tracking critical deadlines, coordinating documentation, and supporting internal teams in the execution of lease-related processes. The role ensures accurate lease administration in alignment with corporate procedures and real estate timelines.

Key Responsibility:

Lease Documentation & Records Management

• Maintain lease files and database entries, ensuring accuracy of terms, expiry dates, and payment schedules.
• Support the lease agreement execution process by assisting with document preparation, scanning, filing, and version control.
• Track the status of renewals, amendments, and legal notices, and coordinate with internal stakeholders for timely actions.

Critical Date Monitoring & Compliance

• Monitor key lease dates (renewals, expirations, handovers) and maintain corresponding trackers.
• Notify responsible teams in advance to ensure timely processing and avoid contractual lapses.

Reporting & Data Maintenance

• Assist in preparing basic reports related to lease status, rent escalations, and occupancy data.
• Consolidate data for internal audits, budgeting, and portfolio reviews.

Landlord & Internal Coordination

• Act as the point of contact for routine landlord communications regarding documentation, billing, or lease queries.
• Liaise with the legal, finance, and real estate teams to support lease execution and issue resolution.

System Entry & Process Support

• Ensure lease details are accurately reflected in lease management systems (e.g., MRI).
• Maintain system integrity by updating changes in lease terms or contacts as directed by senior staff.
• Contribute to process streamlining by identifying minor gaps and suggesting operational improvements.

Desired Experience:

• 2-4 years of experience in leasing administration, commercial real estate support, or property operations.
• Bachelor's degree in Business Administration, Real Estate, or equivalent.
• Familiarity with commercial lease documents and basic real estate processes.
• Proficiency in MS Excel and exposure to lease management software (MRI, Yardi, etc.) is preferred.
• Strong attention to detail, document organization, and communication skills.