Strategic Leasing Assistant

Job Summary

The Lease Administration Assistant manages the full lifecycle of commercial lease documentation and database administration. Working at the intersection of Leasing, Finance, and Property Management, this role is responsible for auditing tenant contracts and business compliance documents during onboarding, executing quarterly lease renewals and amendments, and maintaining database accuracy for monthly billing and utility charges. Additionally, the role facilitates tenant move-out clearances and security deposit processing, ensuring smooth operational workflows, compliance, and billing integrity across all mall accounts.

Duties and Responsibilities

Key Responsibilities

1. Contract Review & Tenant Onboarding

• Review and verify tenant contracts, lease terms, monthly rental rates, and recurring mall charges before final approval.
• Validates required business documents from tenants (e.g., BIR registration, SEC/DTI permits, valid IDs, and official sign-off letters).

2. Lease Renewals & Contract Updates

• Track expiring tenant contracts every quarter and help prepare renewal proposals.
• Process contract modifications (such as changes in business ownership, updated store names, floor area adjustments, or revised lease start dates).
• Draft official amendment letters and coordinate sign-offs with management.

3. System Encoding & Billing Support

• Encode approved rental rates, monthly utility fees, and special space charges into our database system.
• Prepare billing adjustment forms for manual tenant charges, credits, or reversals.
• Keep system records up to date to ensure tenants are billed accurately and on time every month.

4. Tenant Move-Outs & Team Support

• Assist in processing tenant move-out clearances, release forms, and security deposit refund requests.
• Coordinate with Finance and Property Management to resolve tenant billing questions or account updates.
• Help prepare basic administrative reports, audit files, and annual budget templates.

Technical Competencies and Skills

Comfortable working with spreadsheets, Precise with numbers, Able to coordinate professionally with internal teams and mall tenants., Quick learner willing to adapt to database and software tools.

Education, Trainings and Licenses Required

Bachelor’s degree in Business Administration, Real Estate Management, Finance, Accounting, Legal Management