Retail Lease Admin Executive

Role Overview:

The Retail Lease Admin Executive will support the leasing team in managing the end-to-end lease administration process for retail assets. The role ensures proper handling of lease enquiries, agreements, client documentation, invoicing, and internal approvals, contributing to smooth operations and compliance with company policies. This position requires at least 2 years of experience in lease administration or retail leasing, and Arabic speakers are preferred.

Key Responsibilities

• Handle lease enquiries from prospective clients (local and international) and maintain a CRM database.
• Prepare offer letters and coordinate approvals with management in line with budgets and agreed terms.
• Collect legal and corporate documents from clients (trade license, insurance certificates, passport copies, etc.) to ensure compliance and support potential litigation needs.
• Prepare lease/license agreements in coordination with the Legal Department, ensuring compliance with company policies and client agreements.
• Release agreements to clients, manage payment schedules, and collect signed documents and payments.
• Circulate documents for internal approvals as per the DOA and maintain proper filing in soft and hard copies.
• Maintain and update master data for all assets including tenant information, lease terms, payments, and key dates.
• Prepare monthly invoices, utility billings, and general correspondence with clients and internal departments.
• Coordinate with Finance for budget rentals, collections, and payments, and with other departments for collateral requirements.
• Create presentations and generate weekly and monthly reports on leasing status, occupancy, collections, and pipeline activity for Line Manager/HOD.
• Support team objectives and collaborate effectively within a team environment.
• Track lease milestones (renewals, expiries, rent escalations) and proactively notify relevant stakeholders.

Qualifications & Experience

• Bachelor's degree.
• 2 years of experience in Retail lease administration or retail leasing.
• Knowledge of the retail leasing industry is preferred.
• Legal background is an advantage.
• Proficient in MS Word, Excel, PowerPoint, and Outlook.
• Strong organizational, multitasking, and time-management skills.
• Effective communication skills; Arabic speaker preferred.