Lease & Admin Coordinator-Shopping Mall

Job description

The Lease & Admin Coordinator is responsible for providing administrative and coordination support to the Leasing team and ensuring that tenant and lease-related information is accurate, up to date and properly documented. The position acts as a key point of coordination between the Leasing team, tenants, internal departments, legal advisors and other stakeholders throughout the tenant lifecycle. Key Responsibilities Lease Administration Maintain and update the leasing database and tenant records. Prepare, organise and maintain lease agreements, amendments, renewals and related documentation. Follow up on lease documentation, signatures and outstanding information. Maintain an accurate record of lease expiry dates, renewal dates, deposits, guarantees and other key contractual obligations. Ensure that all required tenant documents and annexes are properly filed and up to date. Assist with the preparation of lease reports and leasing-related information. Tenant Coordination Act as a point of contact for tenants regarding administrative and lease-related matters. Coordinate the collection of tenant information and supporting documents. Follow up with tenants on outstanding documents, signatures, certificates and compliance requirements. Assist with tenant onboarding and ensure all required documentation is completed before opening. Maintain good communication and working relationships with tenants. Administration & Reporting Maintain organised physical and electronic leasing files. Prepare correspondence, reports, trackers and administrative documents as required. Update tenant and lease information in relevant systems. Assist with monitoring key deadlines and follow-up actions. Support the Leasing team with meetings, presentations and general administrative requirements. Coordination & Compliance Coordinate with Legal, Finance, Operations, Marketing and other departments on tenant-related matters. Assist in ensuring that tenant documentation complies with internal requirements and lease conditions. Follow up on required compliance documentation and approvals. Escalate missing documentation, contractual issues or delays to the Leasing Manager. Key Skills & Experience 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. Proficiency in Microsoft Office, particularly Excel and Word. Ability to work independently and follow up effectively with different stakeholders. Professional, reliable and service-oriented approach. Good level of English; French would be an advantage. WORK WITH CONSTANCE 🌿 Join a team where well-being, career development, and collaboration are at the heart of everything we do. We believe in continuous learning and growth to help our teams achieve their full potential. A strong family spirit is part of our identity, we support and care for one another. We offer international career opportunities, allowing you to develop within a renowned luxury hospitality group. Our passion for luxury hospitality is reflected in every detail of the guest experience. We are committed to environmental and societal contributions, integrating sustainability into everything we do. 🌿We want our team members to feel valued and supported, offering a work environment that encourages excellence, personal growth, and cultural diversity. By nurturing employee satisfaction, we create a positive mindset that naturally translates into exceptional guest service. 🌿 Be part of a company that values people, innovation, and excellence. Constance Group has grown from its agricultural roots since 1882. Guided by a strong entrepreneurial mindset, the Group operates locally and internationally across four clusters: Agriculture, Hospitality, Real Estate and Investment. With deep ties to the East of the island, we harvest 90,000 tonnes of sugarcane each year, operate 11 hotels and 3 golf courses across the region, develop prime real estate projects and invest in strategic sectors. Constance Group | Excellence, Innovation & Sustainable Development