Job Overview:
The New Business & Lease Administrator will provide administrative support to the New Business team, focusing on both general office tasks and specialized lease administration. The ideal candidate will be detail-oriented and capable of managing a variety of responsibilities, from coordinating meetings and preparing lease agreements to assist with new business opportunities and handling tenant communications.
Key Responsibilities:
1. General Administration:
- Provide administrative support to the New Business team, including managing schedules, coordinating meetings, and preparing documents.
- Handle correspondence, draft emails, and manage communication with internal and external stakeholders.
- Maintain organized filing systems for documents, both physical and electronic, using tools such as Microsoft 365.
- Assist in preparing reports, presentations, and other business documents as required.
2. Lease Administration:
- Accurately prepare, maintain, update, and review lease agreements and related documentation, ensuring compliance with company policies and legal requirements.
- Assist prospective tenants with their application process and ensure all lease documents are accurate.
- Maintain an up-to-date database of all lease agreements and tenant information.
- Track key lease dates, such as renewals, expirations, and rent escalations, and notify relevant team members as needed.
- Coordinate with tenants for lease-related communications, ensuring queries are resolved efficiently.
3. Document Management:
- Draft and finalize lease-related documents, amendments, proposals, and agreements.
- Liaise with attorneys to send instructions for new agreements, review drafts from attorneys, and prepare for final checks by asset managers.
- Ensure that all lease-related documents are correctly filed, both electronically and in hard copy, and are accessible when needed.
4. Reporting and Record Keeping:
- Compile and maintain detailed records of leasing activities.
- Assist in the completion of monthly management reports.
- Engage in regular administrative and business unit meetings to align with client goals.
5. Market Research and Marketing Support:
- Support asset managers by gathering market data and staying informed about market trends.
- Prepare and distribute marketing materials such as brochures, maps, and flyers.
- Liaise with the marketing department to coordinate marketing deliverables and assist with the creation of marketing materials as required.
6. New Business Development Support:
- Assist in sourcing new tenants and facilitate communications for the new business team.
- Support the team with potential new business leads and ensure all necessary documents are compiled and prepared for new business opportunities.
- Assist in preparing and completing tender documents, proposals, and presentations for prospective clients or partners.
- Maintain and update various new business-related lists and liaise between departments to coordinate documentation.
7. Core Values Alignment:
- Uphold and promote PHG's core values of Integrity, Excellence, and Growth in all professional activities.
KINDLY TAKE NOTE THAT THE RECRUITMENT AND SELECTION
PROCESS WILL INVOLVE
PSYCHOMETRIC ASSESSMENTS .
Requirements
Qualifications and Experience:
Education:
- High school diploma or equivalent is required.
- A diploma in office administration, property management, or a related field is preferred.
Experience:
Minimum 5 years’ experience in a leasing or property management administrative role.
Skills and Competencies:
1. Organizational Skills:
Strong ability to manage multiple tasks, prioritize effectively, and maintain accuracy in document management.
2. Communication Skills:
Excellent written and verbal communication skills for liaising with tenants, stakeholders, and internal team members.
3. Attention to Detail:
High attention to detail, especially in managing lease documents and tracking key dates.
4. Technology Proficiency:
Proficient in Microsoft Office 365 (Word, Excel, SharePoint) for managing documents and maintaining electronic records.
