Position:                                Leasing Assistant       

Reporting Relationship:       This position reports directly to the Leasing Manager or designate.

Summary:                             

Leasing Assistant provides administrative, analytical, and operational support to the Leasing Manager in the management of all leases, service agreements, regulatory compliance, contract administration, and real estate documentation for PHL’s owned and tenanted facilities across Trinidad and the region. The incumbent ensures timely coordination, accurate data management, professional communication with internal and external stakeholders, and contributes to the efficient operation of the Market Development function.

The Assistant will work closely with cross-functional teams including Engineering, Architecture, Operations, Finance, Legal, HSE, IT, Marketing, and external partners such as landlords, attorneys, contractors, and government agencies.

DUTIES AND RESPONSIBILITIES

Leasing & Real Estate Support

• Assist in developing and maintaining the organisation’s real estate database, ensuring accuracy, completeness, and easy retrieval of leasing, contractual, and regulatory documentation.
• Track lease expirations, escalations, and renewal milestones; prepare reminder notices and draft correspondence to landlords.
• Support the preparation of lease summaries, comparisons, and valuation data for negotiations and financial planning.
• Conduct preliminary research on local and regional real estate markets, rental trends, and comparable properties.
• Assist with preparation and review of lease-related documents, amendments, renewal letters, and landlord correspondence.
• Coordinate site visits and inspections, documenting conditions and ensuring alignment with lease terms and landlord/tenant responsibilities.
• Provide administrative support for regulatory compliance matters including Special Restaurant Licenses, Generator Licenses, and other statutory requirements.

Contracts & Service Agreements

• Assist in drafting, preparing, formatting, and organizing contracts, service level agreements, and supporting documents.
• Maintain a tracking system for contract timelines, renewal dates, compliance obligations, and contractor performance.
• Support procurement activities for construction, facility maintenance, and service contracts, ensuring proper documentation and approvals.
• Assist with preparing contract packages for Image Enhancements, New Store Builds, and other development initiatives.

Administrative & Coordination Responsibilities

• Maintain the filing system (digital and physical) for all leasing, contract, construction, and development project documents.
• Support the preparation of monthly real estate presentations, reports, and budget updates for Market Development Teams.
• Collect, organize, and submit interim certificates and supporting documents for managerial approval and payment processing.
• Assist with managing communication across internal departments and external stakeholders, ensuring professional, clear, and timely responses.
• Coordinate meetings, site visits, negotiation sessions, and follow-up activities on behalf of the Leasing Manager.
• Ensure confidentiality, accuracy, and security of data and organizational records.
• Perform other related duties as assigned by the Leasing Manager or Market Development Manager.

QUALIFICATIONS AND EXPERIENCE

• Associate Degree or Diploma in Real Estate Management, Business Administration, Paralegal Studies, Project Management, or related field.
• Minimum 3 – 5 years’ experience in administrative support, real estate management support, leasing administration, legal administration, or project coordination.
• Working knowledge of commercial leasing, property management, contracts administration, or construction-related procurement will be an asset.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, SharePoint); experience with Microsoft Dynamics is an advantage.
• A suitable combination of education and experience will be considered.

COMPETENCIES

• Strong written and oral communication skills, with the ability to prepare professional correspondence and reports.
• Strong organisational, time management, and document management skills.
• Ability to interpret basic lease documents, drawings, and contracts (training will be provided as needed).
• Strong analytical and problem-solving skills.
• Ability to maintain professionalism in interactions with landlords, contractors, attorneys, and internal teams.
• High level of confidentiality, integrity, and attention to detail.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Strong customer service and relationship-building skills.
• Ability to adapt to continuous learning, process improvements, and changing business needs.