Strategic Leasing Assistant

Festival Supermall, Inc.; Manila; On-site; PHP 240,000 - 420,000; Full time

Job summary

Festival Supermall, Inc. is hiring a Lease Administration Assistant to manage the full lifecycle of commercial lease documentation and database administration.

Responsibilities include auditing tenant contracts, onboarding documents, quarterly renewals, and maintaining billing accuracy across mall accounts. The role collaborates with Leasing, Finance, and Property Management to ensure compliance and smooth operations.

Qualifications

• Bachelor’s degree in Business Administration, Real Estate Management, Finance, Accounting, or Legal Management.
• Experience auditing contracts and handling billing and leasing documentation is preferred.
• Proficiency with spreadsheets and database systems; strong numerical accuracy and attention to detail.

Responsibilities

• Review and verify tenant contracts, lease terms, and monthly charges during onboarding.
• Track expiring leases and prepare renewal proposals; coordinate amendments.
• Encode rental rates, monthly utility fees, and space charges into the database; prepare billing adjustments.
• Assist with tenant move-outs, release forms, and security deposit refunds; support audit and reporting activities.

Skills

Spreadsheet proficiency

Numerical accuracy

Stakeholder coordination

Fast learner

Education

Bachelor’s degree in Business Administration/Real Estate Management/Finance/Accounting/Legal Management

Tools

MS Excel

Database/software tools

Job description

Job Summary

The Lease Administration Assistant manages the full lifecycle of commercial lease documentation and database administration. Working at the intersection of Leasing, Finance, and Property Management, this role is responsible for auditing tenant contracts and business compliance documents during onboarding, executing quarterly lease renewals and amendments, and maintaining database accuracy for monthly billing and utility charges. Additionally, the role facilitates tenant move-out clearances and security deposit processing, ensuring smooth operational workflows, compliance, and billing integrity across all mall accounts.

Duties and Responsibilities

Key Responsibilities

1. Contract Review & Tenant Onboarding

• Reviewand verify tenant contracts, lease terms, monthly rental rates, andrecurring mall charges before final approval.
• Validatesrequired business documents from tenants (e.g., BIR registration, SEC/DTIpermits, valid IDs, and official sign-off letters).

2. Lease Renewals & Contract Updates

• Trackexpiring tenant contracts every quarter and help prepare renewalproposals.
• Processcontract modifications (such as changes in business ownership, updatedstore names, floor area adjustments, or revised lease start dates).
• Draftofficial amendment letters and coordinate sign-offs with management.

3. System Encoding & Billing Support

• Encodeapproved rental rates, monthly utility fees, and special space chargesinto our database system.
• Preparebilling adjustment forms for manual tenant charges, credits, or reversals.
• Keepsystem records up to date to ensure tenants are billed accurately and ontime every month.

4. Tenant Move-Outs & Team Support

• Assistin processing tenant move-out clearances, release forms, and securitydeposit refund requests.
• Coordinatewith Finance and Property Management to resolve tenant billing questionsor account updates.
• Helpprepare basic administrative reports, audit files, and annual budgettemplates.

Technical Competencies and Skills

Comfortable working with spreadsheets, Precise with numbers, Able to coordinate professionally with internal teams and mall tenants., Quick learner willing to adapt to database and software tools.

Education, Trainings and Licenses Required

Bachelor’s degree in Business Administration, Real Estate Management, Finance, Accounting, Legal Management