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 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.