Lease Administrator, APAC

POSITION SUMMARY:

As Lease Administrator, APAC, you will oversee a designated portfolio of leased locations across the APAC region, building and maintaining effective working relationships with landlords and their representatives, as well as internal Field, Facility, Legal, and Finance teams. You will support day-to-day real estate operations, lease administration processes, and lease-related payments while ensuring accuracy, compliance, and timely issue resolution.

PRIMARY RESPONSIBILITIES/ACCOUNTABILITIES OF THE JOB:

Lease Abstraction & Database Management:

• Own the relationship with and manage outsourced abstraction team (if applicable), which includes validating abstractions, reviewing, and approving invoices from said team

• Maintain the real estate database and associated lease files for both new and existing locations in accordance with company standards; ensure all lease data is accurate, complete, and current.

• Interpret lease documents and administer lease terms as required.

• Enter and maintain lease terms, conditions, and critical data within the lease administration system in accordance with documented procedures.

• Ad-hoc administrative support on leasing related matters to the markets within the APAC region

Critical Date Management:

• Track and monitor key dates such as renewals, expirations, rent commencement, and possession delivery to ensure timely action.

Essential Point-of-Contact (Internal/External):

• Proactively advise stakeholders and department leadership of issues that may adversely impact lease agreements, operations, or financial performance.

• Coordinate with Facilities on maintenance, repair, and replacement lease requirements and escalate issues as necessary.

• Assist landlords with ownership or address changes by obtaining required documentation and updating real estate systems accordingly.

Reporting & Analysis:

• Maintain tracking logs, work logs, and automated alerts for lease action dates, renewals, expirations, options, obligations, and rights.

• Provide data for budgeting and forecasting as needed.

• Track Tenant Improvement Allowances (TIAs) and obtain supporting documentation for landlord billing and reimbursement.

Financial & Compliance Function:

• Assist accounting with rental payment processing, annual reconciliations, and accrual confirmations

• Audit monthly lease reports, including rent, expirations, new site deliveries, lease commencements, billbacks, and other lease-related obligations; partner with cross-functional teams to resolve discrepancies and ensure system alignment.

• Review and validate rent escalations and other lease charge adjustments, as needed.

• Perform duties in alignment with leadership direction to ensure processes meet the standards of compliance for the company.

• Document Review:

• Review and analyze simple lease-related agreements and correspondence.

QUALIFICATIONS & EXPERIENCE:

Experience:

• 2–4 years of relevant experience in lease administration, commercial real estate, and/or property management, with a strong emphasis on lease documentation and administration.

• Experience interpreting and administering commercial lease agreements, including rent schedules, escalations, renewals, and obligations.

• Experience supporting lease-related financial processes, such as rent payments, reconciliations, accruals, and tenant improvement allowances.

• Prior experience working cross-functionally with Facilities, Legal, Finance, and Retail Operations teams.

• Experience in using lease administration or real estate database systems (e.g., CoStar or similar platforms) preferred.

• Experience working with outsourced service providers (e.g., lease abstraction vendors) is an advantage.

Education:

• Bachelor’s degree in business administration, Real Estate, Finance, Accounting, or a related field preferred.

Skills:

Technical & Functional Knowledge

·       Strong knowledge of commercial lease structures, terminology, and documentation.

·       Solid understanding of basic accounting principles, including rent accounting, reconciliations, accruals, and audit support.

·       Advanced proficiency in Microsoft Excel (e.g., data validation, tracking logs, reconciliation support).

·       Ability to interpret lease clauses related to rent, escalations, TIAs, maintenance obligations, options, and critical dates.

Analytical & Problem-Solving Skills

·       High attention to detail with the ability to maintain accurate and compliant lease data across systems.

·       Ability to manage multiple deadlines and priorities while ensuring data integrity.

Communication & Stakeholder Management

·       Clear and professional written and verbal communication skills.

·       Ability to work effectively with internal stakeholders at multiple levels, including Finance, Legal, Facilities, and Retail Operations teams.

·       Confidence in interacting with external landlords, property managers, and vendors.

·       Ability to proactively resolve flag issues that may impact operations, compliance, or financial performance.

Language & Regional Capability

·       Fluency in English required.

·       Cantonese and/or Mandarin proficiency strongly preferred to support APAC landlord and vendor interactions.

Personal Effectiveness

·       Strong organizational skills with the ability to manage high volumes of documentation.

·       Flexible and adaptable, able to respond to changing priorities and business needs.

·       High level of professionalism and confidentiality when handling sensitive legal and financial information.