Administrative Executive, Leasing

Job Summary: To provide support to asset management, leasing and marcom team for IOI Central Boulevard Tower, South Beach, and any other developments in the pipeline.

Key Responsibilities:

• Preparing Letter of Offer, Lease Agreement and other related documents, standard letters and memos
• Processing lease documentation and ensure all information updated into lease database (Yardi Voyager/Deal Manager) is accurate and filed appropriately.
• Create and update data into Yardi system.
• Verifying approved lease terms of the leases.
• Tracking and coordinating timely execution of leases and other legal documentation
• Tracking ongoing working documentation in progress to ensure timely execution and processing
• Coordinating the stamping of leases with various parties
• Maintaining ongoing filing of legal notifications, leases, surveyed floor plans etc. to the actual lease files (email and hard copies)
• Maintaining accurate lease and tenant contacts database information, floor plans and other lease documentation
• Preparation of leasing reports and updating of rent roll for submission on a monthly basis (or when required)
• Following up with retail tenants on GTO submissions on monthly basis and verification of monthly/yearly sales numbers
• Providing assistance in preparing materials, compiling statistical information, and other special projects when required
• Seek approval and process lease related invoices.
• Contact point for property tax matters with relevant government authorities (property tax assessment and unit numbering)
• Oversee and ensure that billing (together with finance) and other financial transactions (such as agency fees, refund of security deposit, tenancy arrears) are followed up in a timely manner
• Work closely with property management team to ensure smooth transition from leasing to property management team
• Send internal memos on updates of tenants movements and updates
• Any other ad-hoc duties as assigned
  

Minimum requirements:

• Proficient in lease administration process and know how's
• Proficiency in MS Office applications and Yardi Voyager/Deals
• Experience with contract review and negotiation
• Ability to multi-task and manage multiple priorities simultaneously
• Good team player with great interpersonal and communication skills
• Well organized and detail oriented
• Able to work independently with minimal supervision, maintaining confidentiality and professionalism
• Degree in Marketing, Business Administration, Real Estate, or a related field of study
• Minimum 2 years’ experience in real estate lease administration for Grade A commercial properties