Senior Lease Administration Executive

Summary

Provide lease administrative support to Retail Leasing in managing the legal documents, ensuring compliance and maintaining accurate documentation to optimize retail lease portfolios.

1. Lease Documentation Management

• To prepare lease documents.
• Ensure the full execution of legal documents by sending and tracking the execution of documents of both tenants and Landlord.
• Ensure the timely stamping of the legal documents, payment and/or top up of security deposit.
• Ensure tenants’ submission of signed Code ofConduct for the Leasing of Retail Premises and CEA Forms U2.
• Ensure tenants’ compliance.

2. Arrears Management

• Ensure timely rental payment by tenants.
• Follow Standard Operating Procedure (SOP) for portfolio arrears management.

3. Property Tax

• Assist Asset Management to manage property tax matters, including liaising with tax authorities by ensuring accurate and timely submissions/response, and recovery and refund of additional property tax with tenants.
• Follow SOP for the application of unit numbering and separate assessment (after survey area is received from surveyor).

4. Contact Database and other administrative support

• Ensure timely updates of contact database for tenants and business associates.
• Support with relevant contact details for events etc.
• To maintain, update and liaise with vendor on the credit monitoring list.
• To arrange flower orders for new shops opening.

5. Compliance with SOP and Good Governance

• Follow SOP for standardize filing and maintain file registry.
• Housekeeping of soft copy documents and retail leasing folders.
• Meeting audit requirement and enhance processes to comply with findings.

6. Tenant’s Insurance Policies

• Tracking and monitoring submission of insurance policies from tenants.

7. Point of Sales and Gross Turnover (GTO)

• Monitor submission of monthly gross sales turnover reports and follow up on non-submission submission of monthly manual gross turnover certificate via Point of Sales (POS) tenant’s portal.
• Liaise with (POS) vendor on tenants missing monthly sales revenue.
• Ensure the timely submission of yearly Statutory Declaration (SD) by tenants, input the sales in the SD into system and submit finance ad-hoc forms to Finance for adjustment of audited sales.
• To assist Marcom to input their licence’s revenue generated from their media sites into the system for Finance billing.

8. Information Collation / Analysis and Updates

• Support the team to prepare necessary statistical information when required.
• Updating various records to ensure accurate and correct information for internal or shareholders analysis.

9. Preparation of Purchase Requisition Form

• To prepare Purchase Requisition and obtain necessary approval relating to Retail matters.
• To ensure vendors receive the e-copy of Purchase Orders in the Yardi Vendor Café.
• To keep track of the POs issued and ensure timely GRN when goods are received and/or services rendered. To check the details of the invoices uploaded by vendors before routing the invoices to Approver.
• To prepare the vendor inclusion for approvals.

10. People Development

• Be a team player in the department.
• Assist to organize and participate in activities that promote department and organizational interest.
• To identify opportunities to improve property performance and work processes.

Requirements:

• At least 3 to 4 years of relevant working experience in a shopping mall and property tax matters a plus
• Diploma / Degree in Real Estate
• Excellent organizational skills
• Pleasant personality and good interpersonal skills
• Team player, self-motivated and ability to work independently

In RQAM, we strive to provide each and everyone a,

• Fun and Vibrant Work Environment
• Nurturing leadership to hone your skills and support your career aspiration
• Skills Competency Framework in place to work on your career ladder

Interested applicants are invited to send your updated resume to Sign in to view email

Only shortlisted candidates will be informed.