[Hiring] Lease Administrator @Penbrothers

Role Description

Our client is seeking a detail-oriented Lease Administrator (U.S. Commercial Real Estate) to support the day-to-day leasing operations of a growing commercial real estate portfolio in the United States. This role is responsible for maintaining leasing activity reports, tracking deal progression, coordinating updates with leasing stakeholders, and ensuring accurate documentation across active prospects, renewals, and lease assignments.

The ideal candidate has strong administrative experience within commercial real estate or leasing operations, excellent English communication skills, and the ability to work independently in a fast-paced, detail-driven environment while supporting U.S. Central Time business hours.

What you’ll do

• Leasing Activity Report Maintenance
  • Update the Leasing Activity Report (Excel) daily following each call with the leasing agent.
  • Record all prospect activity including status, tenant DBA, business type, suite, square footage, date of contact, rent offer, national/local designation, and notes.
  • Maintain accuracy across all property tabs: vacancies, renewals (2026/2027), and assignments.
  • Flag missing data fields (Business Type, Rent Offer, Date) and follow up with the leasing agent to obtain them.
  • Ensure status codes are applied consistently using the approved Status Dictionary.
  • Maintain the Portfolio Summary tab to reflect current vacancy counts and available SF across all properties.
  • Prepare the agenda in advance of each call using open items from the prior report.
  • Document all updates from each call in real time or within two hours of call completion.
  • Follow up by email or message on any items not resolved during the call.
• Workflow & Process Monitoring
  • Track each active deal against the Headwall Leasing Process steps (New Leases, Renewals, Assignments).
  • Flag any deal that has stalled or is missing a next-step action, and surface to Asset Management.
  • Monitor renewal timelines and alert Asset Management when notice deadlines are approaching (90-day, 60-day, 30-day).
  • Note when leases have been sent to Legal, when Lease Analysis is pending George’s approval, and when fully executed documents need to be circulated.
  • Track assignment requests from receipt through final execution.
• Reporting to Asset Management
  • Deliver an updated Leasing Activity Report to Asset Management by end of business each Friday (CT), although the report should be live.
  • Prepare a brief Weekly Summary covering: new inquiries added, status changes, deals advanced, renewals at risk, and open process flags.
  • Flag any items requiring Asset Management decision or follow-up within 24 hours of identification.
• Administrative Support (as scope expands)
  • Assist with preparation of Lease Analysis summaries for Leasing Committee presentation.
  • Draft routine correspondence templates at the direction of Asset Management.
  • Support document routing (LOIs, Lease Analysis forms, assignment letters) through Adobe Sign or equivalent platform.
  • Maintain version control on the Leasing Activity Report with clearly labeled date-stamped files.

Qualifications

• Excellent written and spoken English – business-professional level; must be able to conduct calls and draft correspondence with no language barrier.
• At least 3 years of administrative experience in commercial real estate, property management, or a related professional services field.
• Advanced proficiency in Microsoft Excel, including multi-tab workbooks, data entry, and formatting.
• Experience with CRM tools, property management platforms (AppFolio, Yardi, MRI, or similar), or leasing tracking systems is strongly preferred.
• Demonstrated ability to work independently and meet deadlines without daily supervision.
• Reliable high-speed internet, quiet work environment, and video-capable device for regular calls.
• High attention to detail – errors in lease tracking have direct financial and legal consequences.

Preferred Qualifications

• Prior experience supporting U.S.-based commercial real estate teams remotely.
• Familiarity with retail leasing terminology (NNN, TI, CAM, LOI, FMV, ROFR, co-tenancy, exclusives).
• Experience with Adobe Acrobat / Adobe Sign for document routing.
• Familiarity with lease abstraction concepts and platforms (Prophia or similar).
• Experience supporting Leasing Committee presentation preparation.

What You’ll Get

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.