Administration and Leasing Associate

Qubel; Taguig; On-site; PHP 279,000 - 391,000; Full time

Job summary

Qubel is seeking an organized Administration and Leasing Associate to support leasing activities, communicate confidently with tenants, and maintain property records. You will respond to inquiries, arrange property viewings, assist with lease documentation, monitor lease dates, and coordinate administrative requirements on-site in Taguig.

Excellent English and Filipino communication, strong organizational skills, and attention to detail are essential for success in this role.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Communications, Real Estate Management, Hospitality Management, or a related field.
• Excellent verbal and written communication in English and Filipino.
• Experience in leasing, property administration, or client-facing services is advantageous.

Responsibilities

• Respond promptly and professionally to leasing inquiries via calls, email, messaging, brokers, and referrals.
• Arrange and conduct property viewings and site presentations.
• Prepare lease proposals, reservation forms, lease agreements, and renewal documents.
• Coordinate collection of tenant documentary requirements and check for completeness.
• Maintain organized tenant files and monitor lease commencement/expiration dates and renewals.
• Prepare reminders for lease renewals and expirations and track documents.

Skills

Organized

Verbal and written English

Verbal and written Filipino

Customer service

Attention to detail

Professional communication

Presentation skills

Education

Bachelor’s degree in Business Administration, Marketing, Communications, Real Estate or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Email/Online communication platforms

Job description

About the Company

We are an established real estate leasing company committed to responsible property management, long-term value creation, and thoughtful stewardship of the environment and communities around our properties.

About the Role

We are looking for an organized, personable, and articulate Administration and Leasing Associate who can support leasing activities, communicate confidently with prospective and existing tenants, and maintain complete and accurate property records.

The Administration and Leasing Associate will support the company’s leasing and property administration activities. The role includes responding to inquiries, arranging property viewings, assisting with lease documentation, maintaining tenant records, monitoring important lease dates, and coordinating administrative requirements.

This is a highly visible and communication-focused role. The successful candidate must be an eloquent and confident speaker who can explain property information clearly, conduct professional property presentations, and communicate comfortably with tenants, prospective clients, brokers, contractors, and company representatives.

The position requires strong organization, responsiveness, and follow-through. It is suitable for someone who enjoys meeting people while remaining disciplined with documentation and administrative work.

Key Responsibilities

Leasing Inquiries and Property Presentations

• Respond promptly and professionally to leasing inquiries received through calls, email, messaging platforms, brokers, and referrals.
• Provide clear and accurate information regarding available spaces, rental terms, property features, and tenant requirements.
• Qualify prospective tenants based on their space requirements, intended use, budget, and target occupancy date.
• Arrange and conduct property viewings and site presentations.
• Present available spaces confidently and highlight relevant property features.
• Prepare and send leasing information, photographs, proposals, and documentary requirements.
• Maintain regular follow-up with prospective tenants without being overly aggressive.
• Keep an updated record of inquiries, viewings, proposals, and prospect status.

Leasing Documentation

• Assist in preparing lease proposals, reservation forms, lease agreements, renewal documents, and related correspondence.
• Coordinate the collection of tenant documentary requirements.
• Check documents for completeness before endorsement to management.
• Maintain organized physical and electronic tenant files.
• Monitor lease commencement dates, expiration dates, renewal periods, rental escalations, deposits, and other important terms.
• Prepare reminders and documentation for upcoming lease renewals and expirations.
• Ensure that signed agreements and supporting documents are properly filed and readily accessible.

Tenant Coordination

• Communicate with existing tenants regarding administrative requirements, lease documents, building announcements, and scheduled activities.
• Receive tenant questions and direct operational or billing concerns to the appropriate team.
• Provide tenants with clear updates and ensure that pending concerns are followed through.
• Coordinate move-in, fit-out, renovation, inspection, and move-out documentation.
• Help maintain positive and professional tenant relationships.
• Document important conversations, requests, and commitments.

Marketing and Listing Administration

• Maintain updated property availability lists and leasing trackers.
• Coordinate the preparation and updating of property photographs, descriptions, presentations, and listings.
• Ensure that published information on available spaces remains accurate.
• Coordinate with accredited brokers and property listing platforms when required.
• Track the source of inquiries and provide basic reports on leasing activity.
• Support simple onsite marketing activities, property events, and broker coordination.

Administrative Support

• Manage property-related correspondence, notices, meeting schedules, and administrative records.
• Prepare letters, reports, presentations, meeting notes, and other documents.
• Organize contracts, permits, tenant files, property records, and vendor documents.
• Maintain updated contact lists for tenants, brokers, contractors, and service providers.
• Schedule meetings, property inspections, viewings, and contractor visits.
• Monitor document deadlines and follow up with the responsible parties.
• Maintain a professional and orderly reception and administrative environment.

Billing and Collection Follow-Up

• Coordinate with accounting regarding tenant billings, statements of account, deposits, and payment records.
• Distribute billing documents and payment reminders to tenants.
• Conduct professional follow-ups on outstanding balances based on company instructions.
• Document tenant payment commitments and refer disputes or unusual concerns to the appropriate team.
• Assist in reconciling tenant records with lease and billing information.
• Maintain confidentiality when handling tenant and financial records.

Reporting and Coordination

• Prepare regular reports on inquiries, viewings, proposals, lease status, occupancy, renewals, and pending documents.
• Maintain updated leasing and administrative trackers.
• Provide management with timely and accurate status updates.
• Coordinate closely with the Property Manager, accounting team, contractors, and management.
• Flag delayed documents, unresolved tenant concerns, and approaching deadlines.
• Perform other reasonable leasing and administrative duties required to support property operations.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Communication, Real Estate Management, Hospitality Management, or a related field.
• At least two to three years of experience in leasing, property administration, sales coordination, customer service, office administration, or a similar role.
• Experience in real estate, property leasing, hospitality, banking, or client-facing services is an advantage.
• Excellent verbal and written communication skills in English and Filipino.
• Must be an eloquent, confident, and professional speaker.
• Comfortable conducting property viewings and speaking with prospective tenants, brokers, and business representatives.
• Strong working knowledge of Microsoft Word, Excel, PowerPoint, email, and online communication platforms.
• Able to prepare professional correspondence, trackers, and basic presentations.
• Willing to work onsite and conduct property viewings when required.

Competencies

• Confident, articulate, and personable.
• Strong customer service and relationship-building skills.
• Organized and disciplined with documents and records.
• Responsive and consistent in following up.
• Professional appearance and conduct.
• Able to explain information clearly and manage questions confidently.
• Strong attention to detail.
• Comfortable balancing client interaction with administrative work.
• Dependable, discreet, and accountable.
• Comfortable working in a traditional and structured business environment.