Leasing Assistant

The Leasing Assistant is responsible for supporting the leasing management team and ensuring smooth leasing operations. The incumbent assists with various tasks such as preparing lease reports, drafting lease and renewal proposals, and maintaining accurate records to support the overall success of the leasing team.

Responsibilities

• Prepares accurate and detailed lease reports for the leasing management team, consolidating relevant leasing information such as occupancy rates, rental income, and lease expirations.
• Assists in drafting tailored lease, and renewal proposals for prospective and existing tenants to meet their specific requirements to ensure comprehensive and favorable leasing terms and conditions;
• Drafts communication memos highlighting important leasing information and/or decisions for review and approval of the leasing management team;
• Ensures adherence to company policies and procedures throughout the leasing process, including lease documentation, interaction with tenants, and coordinating financial transactions;
• Regularly sends email blasts to clients and top brokers, featuring available office and commercial spaces of the Company, and update the client database if the need arises;
• Assist the leasing team with developing professional and appealing presentation decks to highlight the properties that are available and attract potential tenants;
• Proactively monitor lease expirations for the occupied office and commercial spaces of PHC and inform tenants of upcoming renewals as soon as possible;
• Monitors the parking inventory to maintain an organized record of parking assignments and ensure accurate billing and documentation for parking fees;
• Maintain a safe and up-to-date tenant master list for both office and commercial premises of the company, assuring accurate and thorough tenant information; and store tenant folders and all related documents securely, ensuring correct organization and easy retrieval;
• Maintains good relationships with top brokers in the industry to generate leads of prospective tenants by attending market briefings, events, and other networking opportunities;
• Shadows in the operation of the leasing management team with ad hoc reports, day-to-day operations, and administrative tasks to enhance skills;
• Ensures all documents are in place and on file and create a backup of all files;
• Assists in following up on pending payments of tenants;
• Coordinates with the internal teams including Property Management, Finance and Accounting, Legal, and other concerned Departments to achieve the goals and objectives of the Leasing Management team.
• Assists all members of the leasing team by scheduling meetings, managing schedules, and handling necessary logistics for boardroom and conference room bookings.
• Ensures that office supplies are well-stocked and replenished on a regular basis.
• Monitors and audits all equipment/fixtures
• Ensure timely and accurate uploading of lease transactions into SAP.
• Undertake various administrative and clerical tasks assigned by the VP for Leasing Management regarding document filing, data entry, and report generation

Other tasks

• Performs other tasks as may be assigned by the VP for Leasing Management depending on the exigencies of the organization.

Job ProfileEducational Background

• Must have at least an educational attainment equivalent to a bachelor/college degree, preferably in Business Administration/ Marketing Management, Real Estate Management, or any related course

Professional Background

• Preferably with at least one (1) year of work experience in the field of real estate leasing, property management, commercial space leasing, sales, and marketing;

Knowledge Requirements

• Basic knowledge of sourcing and benchmarking of commercial space, and tenant prospects based on the existing office portfolio; and
• Basic knowledge of leasing operations (tenant prospecting and negotiation, contracts management, tenant retention, lease turnover, and renewals).

Skills Requirements

• Must have good negotiation skills;
• Must have good analytical and critical thinking skills;
• Must have good customer service and relationship management skills;
• Must have good organizing skills;
• Must have good oral and written communication skills

Ability Requirements

• Must be results-oriented;
• Able to communicate, relate, and negotiate with tenants in a highly professional manner; and
• Able to manage deliverables and accomplish tasks in a timely manner

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative

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