Lease & Admin Coordinator - Shopping Mall

About the role

The Lease & Admin Coordinator provides administrative and coordination support to the Leasing team and ensures that tenant and lease-related information is accurate, up to date and properly documented. The role is a key point of coordination between the Leasing team, tenants, internal departments, legal advisors and other stakeholders throughout the tenant lifecycle.

Key responsibilities

• Maintain and update the leasing database and tenant records, and prepare, organise and maintain lease agreements, amendments, renewals and related documentation.
• Follow up on lease documentation, signatures and outstanding information, and keep an accurate record of lease expiry dates, renewal dates, deposits and guarantees.
• Ensure tenant documents and annexes are properly filed and assist with lease reports.
• Act as a point of contact for tenants on administrative and lease matters, coordinate the collection of documents and follow up on outstanding items, certificates and compliance requirements.
• Assist with tenant onboarding so that all documentation is completed before opening, and maintain good relationships with tenants.
• Keep physical and electronic leasing files organised, prepare correspondence, reports and trackers, and update tenant and lease information in relevant systems.
• Monitor key deadlines, support the Leasing team with meetings and presentations, and coordinate with Legal, Finance, Operations and Marketing on tenant matters.
• Escalate missing documentation, contractual issues or delays to the Leasing Manager.

Required profile

• Previous experience in administration, property, leasing, retail or a similar coordination role.
• Strong organisational and administrative skills, excellent attention to detail and ability to manage multiple files and deadlines.
• Good written and verbal communication skills, able to work independently and follow up with stakeholders.
• Professional, reliable and service-oriented approach.
• Good level of English; French is an advantage.

Required skills

• Proficiency in Microsoft Office, particularly Excel and Word.