Lease & Admin Coordinator-Shopping Mall

Constance Group has grown from its agricultural roots since 1882. Guided by a strong entrepreneurial mindset, the Group operates locally and internationally across four clusters: Agriculture, Hospitality, Real Estate and Investment. With deep ties to the East of the island, we harvest 90,000 tonnes of sugarcane each year, operate 11 hotels and 3 golf courses across the region, develop prime real estate projects and invest in strategic sectors.

Constance Group | Excellence, Innovation & Sustainable Development

The Lease & Admin Coordinator is responsible for providing administrative and coordination support to the Leasing team and ensuring that tenant and lease-related information is accurate, up to date and properly documented.

The position acts as a key point of coordination between the Leasing team, tenants, internal departments, legal advisors and other stakeholders throughout the tenant lifecycle.

Key Responsibilities

Lease Administration

• Maintain and update the leasing database and tenant records.
• Prepare, organise and maintain lease agreements, amendments, renewals and related documentation.
• Follow up on lease documentation, signatures and outstanding information.
• Maintain an accurate record of lease expiry dates, renewal dates, deposits, guarantees and other key contractual obligations.
• Ensure that all required tenant documents and annexes are properly filed and up to date.
• Assist with the preparation of lease reports and leasing-related information.
• Tenant Coordination.
• Act as a point of contact for tenants regarding administrative and lease-related matters.
• Coordinate the collection of tenant information and supporting documents.
• Follow up with tenants on outstanding documents, signatures, certificates and compliance requirements.
• Assist with tenant onboarding and ensure all required documentation is completed before opening.
• Maintain good communication and working relationships with tenants.

Administration & Reporting

• Maintain organised physical and electronic leasing files.
• Prepare correspondence, reports, trackers and administrative documents as required.
• Update tenant and lease information in relevant systems.
• Assist with monitoring key deadlines and follow-up actions.
• Support the Leasing team with meetings, presentations and general administrative requirements.

Coordination & Compliance

• Coordinate with Legal, Finance, Operations, Marketing and other departments on tenant-related matters.
• Assist in ensuring that tenant documentation complies with internal requirements and lease conditions.
• Follow up on required compliance documentation and approvals.
• Escalate missing documentation, contractual issues or delays to the Leasing Manager.

Qualifications

Key Skills & Experience

• Previous experience in administration, property, leasing, retail or a similar coordination role.
• Strong organisational and administrative skills.
• Excellent attention to detail and ability to manage multiple files and deadlines.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Ability to work independently and follow up effectively with different stakeholders.
• Professional, reliable and service-oriented approach.
• Good level of English; French would be an advantage.