Senior Administration Executive-Leasing

Key Responsibilities 1. Yardi & Leasing Administration • Maintain and update accurate leasing records, tenant information, lease details, rental data, and other relevant information within Yardi. • Prepare and support rental calculations, leasing reports, renewal schedules, and other leasing-related documentation. • Assist with data verification, reconciliation, and reporting to ensure accuracy and reliability of leasing information. • Track lease expiries, renewals, pending approvals, outstanding documentation, and other critical leasing milestones. • Provide administrative support for lease documentation, proposals, internal approvals, and related processes. 2. Departmental Coordination & Follow-Up • Coordinate and monitor departmental action items, ensuring timely follow-up with team members and relevant stakeholders. • Maintain action trackers, deadlines, pending items, and status updates to support effective task management and accountability. • Follow up with internal departments, including Finance, Legal, Operations, Design, MEP, and Lease Administration, to facilitate timely closure of outstanding matters. • Support the Head of Retail Leasing in monitoring priorities, deliverables, and pending decisions. • Proactively highlight delays, unresolved issues, and tasks requiring escalation. 3. Executive & Administrative Support • Manage calendars, schedule meetings, coordinate appointments, and arrange meeting logistics. • Prepare meeting agendas, presentations, minutes of meetings, and action points, ensuring clear documentation and follow-up. • Assist in preparing management reports, business presentations, leasing summaries, rental workings, and departmental updates. • Manage correspondence, maintain organized records, and ensure documents are readily accessible when required. • Handle confidential departmental information with discretion and professionalism. • Provide general administrative support and undertake additional responsibilities as required by the Head of Retail Leasing. 4. Reporting & Documentation • Consolidate leasing updates, departmental reports, operational information, and performance data for management review. • Maintain structured trackers for new deals, renewals, vacancies, approvals, collections follow-ups, and other relevant leasing activities. • Ensure timely submission of reports, accurate documentation, and adherence to established departmental procedures. • Support the preparation of budgets, forecasts, KPI reports, and other management information as required. 5. Process Improvement & Accountability • Ensure administrative tasks and follow-ups are completed within agreed timelines. • Maintain a systematic approach to documentation, task tracking, and information management. • Identify opportunities to improve administrative processes, reporting accuracy, and departmental coordination. • Promote effective communication, ownership, accountability, and adherence to departmental ways of working. Qualifications & Experience • Bachelor’s degree or diploma in Business Administration, Real Estate, or a related field. • Minimum 5–7 years of relevant experience in administration, executive support, or retail leasing/property management. • Strong working knowledge of Yardi is essential, with the ability to navigate the system and manage leasing-related data and reports. • Good understanding of retail leasing operations, including lease administration, rental structures, renewals, tenant coordination, and lea

Bachelor’s degree or diploma in Business Administration, Real Estate, or a related field. Minimum 5–7 years of relevant experience in administration, executive support, or retail leasing/property management. Strong working knowledge of Yardi is essential, with the ability to navigate the system and manage leasing-related data and reports. Good understanding of retail leasing operations, including lease administration, rental structures, renewals, tenant coordination, and lease documentation.

1. Yardi & Leasing Administration: Maintain and update leasing records, tenant information, lease details, rental data in Yardi; prepare and support rental calculations, leasing reports, renewal schedules, and other leasing-related documentation; assist with data verification, reconciliation, and reporting; track lease expiries, renewals, pending approvals, outstanding documentation, and critical leasing milestones; provide administrative support for lease documentation, proposals, internal approvals, and related processes. 2. Departmental Coordination & Follow-Up: Coordinate and monitor departmental action items, maintain action trackers, deadlines, pending items, and status updates; follow up with internal departments (Finance, Legal, Operations, Design, MEP, Lease Administration) to facilitate timely closure; support Head of Retail Leasing in monitoring priorities and pending decisions; highlight delays and issues. 3. Executive & Administrative Support: Manage calendars, schedule meetings, arrange logistics; prepare meeting agendas, minutes, and action points; assist in preparing management reports, leasing summaries, rental workings, and departmental updates; manage correspondence and records; handle confidential information; provide general administrative support. 4. Reporting & Documentation: Consolidate leasing updates and reports for management review; maintain trackers for deals, renewals, vacancies, approvals, collections follow-ups; ensure timely submission of reports and documentation; support budgets, forecasts, KPI reports. 5. Process Improvement & Accountability: Ensure tasks are completed within timelines; maintain systematic documentation and task tracking; identify opportunities to improve processes and reporting; promote communication, ownership, accountability, and adherence to departmental ways of working.