Administrative Officer – Leasing Operations

About the role

The Administrative Officer supports the leasing operations of a retail and commercial property portfolio, acting as the administrative backbone of the department. The role ensures accurate record‑keeping, manages lease documentation, coordinates tenant onboarding, and keeps the property management database up‑to‑date to enable smooth corporate workflows.

Key responsibilities

• Manage the full lease documentation cycle, including tenant background checks, drafting agreements, renewals, addendums and termination notices in collaboration with Legal and Finance.
• Maintain meticulous records by scanning, filing and securely archiving all executed contracts.
• Audit the property management database regularly to guarantee 100% accuracy of tenant profiles and unit records.
• Monitor lease milestones such as expiries, renewals and rent reviews, preparing occupancy, vacancy and renewal status reports for senior management.
• Coordinate internal approval workflows, routing files to the appropriate stakeholders for timely sign‑off.
• Serve as the primary administrative contact for tenants during onboarding and move‑in, issuing correspondence on rental adjustments, compliance obligations and notices.
• Organise schedules and logistics for shop handovers and fit‑out timelines.
• Provide comprehensive administrative support to the General Manager, including preparation of offer letters and commercial proposals.

Required profile

• Minimum 3 years of experience in high‑level administrative, office management or commercial support roles.
• Experience in the real‑estate or property sector is an advantage.
• Bachelor’s degree in Business Administration, Finance, Real Estate or a related field.
• Exceptional organisational skills, strict adherence to deadlines and a professional communication style.

Required skills

• Advanced proficiency in Microsoft Word.
• Advanced proficiency in Microsoft Excel.