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.