Summary:
As the Lease Administration Executive, you will be responsible end-to-end lease and property administration, tenant relations, compliance, and reporting, ensuring smooth operations and accurate records across internal systems and regulatory portals.
1. Lease Documentation Processing
- AML check and ACRA search on tenants and prospects.
- To ensure full execution of documents after tenant's acceptance of Letter of Offer and preparation of DR/DP.
- Assist and support the team to ensure the smooth process of lease documentation - including proper filing, liaise withlawyers to send and track the execution of lease documents by tenants and the required internal resolutions.
- Maintain filing in accordance with SOP.
- Timely update concluded deals in Yardi and Clause Library.
2. Viewing Arrangements
- Attend to phone enquiries and making viewing arrangements via VTS.
- Maintaining calendars of the AM team (office) for viewing arrangements.
- Calculation of area for proposed subdivided units.
3. Vacancy Listing
- Maintain vacancy listing and agent mailing list.
- To send the vacancy list update to agents, fortnightly.
4. Arrears Management
- To ensure timely follow up with tenants on arrears for rent and ad hoc charges in accordance with SOP.
5. Property Tax
- To review and manage property tax matters for respective properties.
- To ensure timely follow up on objections / appeals to the authorities in accordance with the SOP.
- Put up new unit numbering and separate assessment to IRAS for new units.
- Ensure timely follow up with tenants on updating of Tenants PL insurance in accordance with SOP.
6. Tenant's PL Insurance
- To ensure timely follow up with tenants on updating of Tenants PL insurance in accordance with SOP.
7. Tenants Related Matters
- Arrange for flowers to be sent for tenant's business commencement
8. Procurement
- Creating purchase request and uploading of invoices.
9. Contact Database
- Ensure timely updated of the contact database for tenants and business associates. Support with relevant contact details for events etc.
10. URA Occupancy Reporting
- Reporting of building occupancy in the URA portal.
11. CEA
- To help maintain salesperson's training hours / record in the CEA portal.
- Process the renewal of CEA licence for both agency and salesperson.
Requirements:
1 to 2 years of administration/operations experience.
Well-conversant with Microsoft Office software applications especially with Microsoft Word, Excel, Access and Outlook
Understanding PIVOT table, basic macro skills, mail merge and/or reports will be added advantage.
Details-oriented and quality conscious.
Good follow through skills.
Pleasant personality and good interpersonal skills.
Able to keep to timeline.
