Account Document Custodian

Why this role matters

At Lotus, operations don't slow down because of missing documents.

They run because documents are complete, organized, and easy to access.

We are building communities where people can Gather & Grow, and that requires strong systems—including how we manage tenant and leasing documents.

This role ensures all tenant and leasing records are complete, properly tracked, and readily available. What you do here directly supports operational efficiency, compliance, and seamless coordination across teams.

What you'll be doing

You will manage, organize, and monitor tenant and leasing documents to ensure accuracy, compliance, and timely processing.

In simple terms, you will:

1. Organize and maintain tenant and leasing records
2. Monitor lease renewals, tenant pullouts, and document completion
3. Ensure contracts, approvals, and supporting documents are complete and properly filed
4. Track document status and update monitoring records
5. Coordinate with internal teams regarding document requirements
6. Prepare and maintain digital and physical filing systems
7. Ensure documentation complies with company standards and policies
8. Support the Occupancy Team with accurate and timely document management

Your goal is simple: keep every tenant document complete, organized, and easy to retrieve while supporting smooth day-to-day operations.

Basic Qualifications

We're looking for someone who has:

• Bachelor's Degree in Business Administration, Office Administration, Management, Real Estate Management, or any related field
• At least one (1) year of experience in administrative support, records management, document control, leasing administration, property management, or a related role
• Proficiency in Microsoft Office applications, particularly Microsoft Excel and Microsoft Word
• Strong attention to detail and accuracy in document preparation and filing
• Excellent organizational and time management skills
• Effective communication and coordination skills
• Ability to handle confidential company and tenant information with professionalism
• Experience in real estate, commercial leasing, or property management is an advantage
• Willing to be assigned at Stadium Shopping Strip, Naic, Cavite
• Applicants who can start on or before August 15, 2026 are highly preferred.

Who will thrive in this role

This role is ideal for someone who:

• Enjoys organizing records and maintaining accurate documentation
• Pays close attention to details
• Works systematically and follows established processes
• Can manage multiple documents and deadlines efficiently
• Takes ownership of assigned responsibilities
• Communicates effectively with different departments
• Maintains confidentiality and professionalism at all times

This role may not be for you if

• You prefer unstructured work environments
• You often overlook small details
• You struggle with documentation and record-keeping
• You have difficulty managing deadlines and priorities
• You are uncomfortable handling confidential information

What you can grow into

At Lotus, this role provides opportunities to develop your expertise in:

• Document Control and Records Management
• Leasing and Property Administration
• Process Improvement
• Compliance and Operational Documentation
• Cross-functional Coordination
• Property and Occupancy Operations

As you grow, you'll have opportunities to take on broader operational and administrative responsibilities.