Senior Administration Executive-Leasing

Senior Administration Executive - Leasing
Job Purpose -
To provide comprehensive administrative, operational, and coordination support to the Retail Leasing function, ensuring efficient day-to-day operations, effective follow-up on departmental activities, and accurate maintenance of leasing records and data within Yardi. The role requires a strong understanding of retail leasing operations, excellent organizational skills, and the ability to coordinate with internal departments to ensure timely completion of tasks and deliverables.
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 leasing documentation.
- Proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.
- Experience supporting senior management or department heads is preferred.

Key Competencies

- Excellent organizational, coordination, and follow-up skills.
- Strong attention to detail and accuracy in data management and reporting.
- Ability to prioritize multiple tasks and meet deadlines.
- Proactive approach to tracking pending matters and ensuring closure.
- Strong written and verbal communication skills.
- Ability to coordinate effectively across multiple departments and stakeholders.
- Professionalism, discretion, initiative, and a high level of accountability.
- Ability to work independently, anticipate administrative requirements, and provide reliable support to the Head of Retail Leasing.