Leasing Executive

Job Title: Leasing Executive
Department/Unit: Leasing
Division/Section: Trang Tien Plaza
Direct Supervisor: Leasing Manager
1. FUNCTIONS
Trang Tien Plaza is entering a major transformation phase aimed at re-establishing its position as Hanoi's iconic retail landmark. Working directly under the Leasing Manager, The Leasing executive plays a pivotal role in ensuring the seamless operational and administrative excellence of the Leasing Department. This position acts as a professional bridge between the Management Board and tenants, ensuring all legal documentations, data integrity, and tenant relations align with the prestigious standards of a luxury shopping centre.
2. RESPONSIBILITIES:
2.1. Leasing Documentation & Legal Administration
· Draft and manage professional Offer Letters, Lease Agreements, Addendums, and Proposals related to the operational activities of potential and existing tenants.
· Prepare and finalize technical dossiers including Premises Handover Minutes, Inventory Checklists, and Acceptance Certificates for leased areas.
· Compose and respond to official correspondences/dispatches to tenants with a professional and sophisticated tone, ensuring alignment with the Board of Directors' directives.
2.2. Tenant Sales Data & Performance Reporting
· Collect, consolidate and verify weekly and monthly sales data (turnover) submitted by all tenants ("TOS" - turnover sales).
· Maintain a clean, structured tenant sales database and ensure timely, accurate reporting from each tenant.
· Produce weekly and monthly tenant sales reports, including performance by category, floor, zone and individual tenant.
· Analyse sales trends, sales density (sales per sqm), year-on-year and month-on-month performance, and flag under performing or outperforming tenants to the Sales Manager.
· Support turnover-rent calculations and reconciliation with the Finance team where applicable.
· Prepare clear charts, dashboards and commentary to support management decisions on tenant mix, leasing strategy and renewals.
2.3. Tenant Relations & Business Development Support
· Manage the Leasing Hotline, acting as the first point of contact for prospective luxury brands; professionally identifying and screening tenant requirements.
· Support the Leasing Manager to negotiate contract renewals and extensions with existing tenants.
· Coordinate with the operations team for "Floor Checks" and physical premise handovers to ensure the space meets luxury brand standards.
· Maintain high standards of formal language in both written dispatches and face-to-face interactions with premium brand representatives.
2.4. Tenant Prospecting & Outreach
· Identify and research potential tenants aligned with Trang Tien Plaza's repositioning strategy and target tenant mix (premium fashion, lifestyle, F&B, beauty and experiential concepts).
· Build & maintain a tenant prospect database covering domestic and international brands.
· Support cold outreach, follow-ups, site tours and pitch presentations to prospective tenants.
2.5. Market Research & Reporting
· Conduct marker and competitive research on retail trends, tenant performance, rental benchmarks and consumer behaviour in Hanoi and Vietnam.
· Support the Sales Manager with data analysis, presentation and inputs for management and investor reviews.
3. KEY PERFORMANCE INDICATORS
· Documentation Accuracy Rate: Ensure all Offer Letters, Lease Agreements, Addendums, and Proposals are free from typos, commercial data errors, or template deviations: Zero critical errors per month.
· Processing Turnaround Time (TAT): The time elapsed from receiving a request to delivering the first draft of official dispatches/contracts: Within 24 - 48 working hours.
· Completion of Handover Dossiers: 100% of Premises Handover sessions must include fully signed Premises Handover Minutes, Inventory Checklists, and Acceptance Certificates.
· Hotline Management Excellence: Handle all incoming inquiries to the Leasing Department with professional etiquette and efficient classification: 100% of calls handled professionally; inquiries forwarded to the relevant person-in-charge within 02 hours.
· Operational Coordination: Assist in floor checks, premise handovers, and contract renewal negotiations as directed: 100% completion of assigned tasks within the specified deadline.
· Lease Expiry Tracking: Proactively monitor and notify the Department Head of upcoming lease expirations: Submit "Lease Expiry Reports" at least 03 - 06 months in advance.
· Absolute protection of rental rates and partner strategic data: Zero violations.
4. REQUIREMENTS
4.1. Education & Experience
· Bachelor's degree in Business Administration, Law, Economics, or related fields.
· Minimum 2-3 years of experience in Sales Admin, Leasing Coordinator, or Assistant roles within Luxury Retail, Premium Real Estate, or 5-star Hospitality sectors.
4.2. Skills & Competencies
· Strong proficiency in Microsoft Office / Google Workspace, with advanced Excel/Sheet skills (pivot tables, lookups, basic formulas, charts) for sales data analysis and reporting.
· Comfort working with numbers - collecting, cleaning and analysing sales data and turning it into clear insights.
· Working knowledge of AI tools (ex.: ChatGPT, Claude, Gemini or similar) for draftfing, summarizing, market research and productivity.
· Basic ability to read or update floor plans (CAD/Technical drawing interpretation).
· Fluent in Vietnamese and English (another language is a plus).
· High attention to detail and precision in document drafting.
4.3. Personal Attributes
· Service Mindset: Proactive and sophisticated support for both internal stakeholders and external premium partners.
· Collaborative and adaptable in a dynamic environment.
· Results-oriented and committed to continuous improvement.
· Discretion: Absolute confidentiality regarding tenant contracts and strategic business data.
· Professional appearance and strong interpersonal skills suited to a premium customer-facing mall environment.
Please contact us via Email: [protected info]