Lease Administrator

We are looking for a highly organized and detail-oriented Lease Administrator to support a shopping centre leasing team. This role is ideal for someone who is passionate about retail, enjoys keeping data and documentation in perfect order, can coordinate multiple processes in parallel, and wants to gain deep insight into how the retail real estate business works and improve its expertise in retail. Part of the role is processing short-term contracts with tenants.

Support for Leasing Managers

• Support with preparation of lease agreements, amendments, and terminations
• Formal review of documentation prior to signature, including lease terms, lease duration, indexation, and special conditions
• Management and maintenance of leasing databases, pipeline overviews, and occupancy reports
• Monitoring of occupancy and status of leasing negotiations for a shopping center - regular updates of leasing status overviews, including vacant units, ongoing negotiations, and signed agreements
• Support in preparing leasing presentations and reporting materials for the owner
• Administrative support during negotiations, including preparation of materials, meeting summaries, and task tracking
• Coordination of internal approval processes

Short-term leasing / Specialty leasing activities

• Administrative support for short-term leases, pop-up concepts, and promotional activities
• Administrative communication with existing and prospective tenants regarding agreements, amendments, and documents
• Recording and managing requests related to kiosks, short-term leasing, and storage units

Administration, Reporting, and Data Control

• Tracking key dates, including expiries, options, break options, and rent-free periods for tenants
• Coordination with the financial team
• Data collection for benchmarking and market analyses to support leasing strategy
• Preparation of invoicing inputs and verification of billing data accuracy
• Support in resolving discrepancies, including rent differences, invoicing, and indexation
• Preparation of regular reports on leasing activity, occupancy, and expiries

Cross-Team Collaboration

• Coordination with the legal team on finalizing agreements and amendments
• Cooperation with the finance team on invoicing, balances, and tenant setup in systems
• Support in resolving tenants’ operational issues from a leasing perspective