Leasing Admin Executive (Admin, Reporting & Compliance)

We are seeking a reliable, detail-oriented and organized Administrative Executive to support leasing, finance coordination, and day-to-day operational administration.

This role provides critical administrative and documentation support across leasing operations, billing coordination, procurement, reporting, and operational interfaces. The incumbent will work closely with internal departments and tenants to ensure smooth execution of business and operational processes.

1. Financial & Procurement Support

• Raise Purchase Orders (POs) and requisitions via approved procurement systems (e.g. Ariba).
• Shadow the Finance liaison and provide coverage for billing-related matters, including invoice processing and follow-ups.
• Support basic billing coordination and administrative reconciliation.

2. Lease & Process Administration

• Assist with preparation and drafting of lease-related documentation, including licence agreements, addendums, renewal or extension letters.
• Maintain accurate and up-to-date lease files, trackers, and databases.
• Coordinate documentation workflows with internal stakeholders to ensure timely completion and proper record-keeping.
• Support the maintenance and continuous improvement of administrative processes to enhance efficiency and consistency.
• Assist with internal reviews, audits, and compliance checks by collating and providing requested documents, records, and supporting information.
• Ensure proper filing and record retention to support governance and audit requirements.

3. Reporting Support

• Support tracking of tenants’ sales-related submissions (e.g. monthly sales figures, annual declarations or audit documents) in accordance with lease requirements.
• Maintain simple trackers for sales submissions and follow up on outstanding items where required.
• Track tenants’ insurance policy submissions and renewal dates, and follow up on missing or expiring documents.
• Provide administrative support through accurate record‑keeping and data compilation (e.g. tracking of foreign currency exchange rates)

4. Tenant & Operational Coordination

• Support tenants with vendor / contractor vehicle clearance submissions and tracking.
• Coordinate access and clearance matters with Transport, Security, and Operations teams.
• Assist with submission and tracking of work pass applications for tenants’ vendors or contractors.
• Act as a first point of contact for basic tenant administrative queries and route issues to the relevant teams when required.

5. General Administrative Support

• Provide administrative support for meetings, correspondence, and document preparation.
• Coordinate with cross-functional stakeholders.
• Ensure adherence to internal policies, documentation standards, and process requirements.

Requirements:

• Diploma or Degree in Business Administration, Real Estate, Finance, or related discipline.
• 2–4 years of experience in administrative, operations support, leasing administration, or finance coordination roles.
• Prior exposure to procurement, invoicing, or leasing environments is an advantage.