Leasing & Property Management Executive

This is a dual role position with Leasing & Property Management functions.

A. Leasing Functions

1. Tenant Acquisition & Operations

· Market available spaces through relevant media and collaborate with property agents to secure tenants.

· Identify and engage potential tenants through property agents, proactive outreach, strategic networking, and market research.

· Conduct property viewings for suitable tenants.

· Negotiate lease terms, rental rates, and tenancy conditions aligned with asset strategy.

· Coordinate the fit-out works and handover processes between tenants and contractors.

· Coordinate with authorities/MCST on permits, inspections, and compliance matters.

· Facilitate onboarding, move‑ins, take-over and coordinate with operations teams.

2. Lease Administration

· Prepare Letters of Intent/Offer, Tenancy Agreements, and coordinate with legal teams.

· Manage day-to-day real estate portfolio activities, including lease renewals, acquisitions, terminations and critical date tracking

· Maintain accurate lease records, tenancy schedules, portfolio databases and management reports, including WIP tracking and quarterly portfolio updates.

· Coordinate with legal teams, brokers and service providers on lease documentation, transactions, site inspections and related matters.

· Ensure all leasing activities comply with company policies and statutory regulation.

3. Relationship & Performance Management

· Serve as the main liaison for tenant issues, inquiries, and tenancy matters.

· Build and maintain strong relationships with tenants and various stakeholders to ensure high satisfaction and smooth lease renewals.

· Manage tenant enquiries, feedback, complaints and maintenance requests, ensuring timely follow-up and resolution.

· Support arrears management and negotiate payment plans when needed

· Focus on maximizing rental income, maintaining high occupancy rates, and meeting designated tenancy and revenue KPIs.

· Monitor competitor activities, rental rates, and market trends to inform leasing strategies.

4. Reporting & Financial Coordination

· Prepare monthly leasing reports, rental variance analysis, and forecasts.

· Work with finance teams on rental billings, deposit refunds, and property tax matters.

· Conduct due diligence, data verification, reconciliations and portfolio audits to ensure accuracy and compliance.

· Build strong relationships with tenants and stakeholders while supporting portfolio optimisation, cost-saving initiatives and other real estate projects.

B. Facilities & Property Management Functions

1. Property Operations & Site Management

· Conduct regular site inspections to identify defects, maintenance needs, safety issues and areas for improvement.

· Monitor building conditions, asset performance and service levels to ensure compliance with statutory and internal standards.

· Support day‑to‑day building operations and respond to issues promptly.

2. Maintenance, Repairs & Contractor Coordination

· Coordinate and supervise contractors for repair, maintenance, fit‑out, reinstatement and improvement works.

· Manage term contractors and essential building services including air‑conditioning, lifts, cleaning, landscaping, pest control and other facilities systems.

· Review contractor performance, verify completion of works and ensure adherence to safety, quality and timeline requirements.

3. Compliance, Safety & Regulatory Requirements

· Ensure building operations comply with BCA, SCDF, NEA and other regulatory requirements.

· Coordinate statutory inspections and maintain proper documentation for permits, licenses and compliance submissions.

· Support emergency preparedness, incident response and business continuity procedures.

4. Preventive& Predictive Maintenance

· Implement preventive maintenance schedules for building systems and equipment.

· Track asset performance, identify recurring issues and recommend long‑term improvement measures.

· Assist in lifecycle planning and replacement strategies for critical equipment.

5. Tenancy Administration & Stakeholder Coordination

· Administer tenancy matters including lease renewals, tenancy records, lease documentation and monitoring of tenant obligations.

· Coordinate with tenants, MCST, contractors and authorities on property, fit‑out and building‑related matters.

· Support tenant onboarding, handover, reinstatement and compliance checks.

6. Budgeting, Procurement & Cost Management

· Assist in preparing annual OPEX/CAPEX budgets for property and facilities operations.

· Source quotations, evaluate proposals and support procurement processes.

· Monitor expenditure and ensure cost‑effective delivery of services.

7. Vendor& Performance Management

· Conduct regular performance reviews of term contractors and service providers.

· Ensure service level agreements (SLAs) and KPIs are met.

· Manage contract renewals, variations and terminations when required.

8. Documentation, Reporting & Administration

· Prepare monthly operations reports, defect logs, maintenance records and incident reports.

· Maintain accurate documentation for leases, contracts, warranties, manuals and building records.

· Support audits, inspections and management reporting requirements.

9. Sustainability& Energy Management

· Monitor utilities consumption and identify opportunities for energy savings.

· Support implementation of green initiatives such as waste reduction, recycling and water efficiency.

· Assist in achieving and maintaining green building certifications.

10. Managerial& Project Support

· Support the Manager in operational planning, contractor management and implementation of facilities strategies.

· Assist in A&A, upgrading and refurbishment projects where required.

· Provide recommendations for operational improvements and asset enhancement.

Job Requirements

• Diploma or Degree in Real Estate, Estate Management, Business or a related discipline.
• 3 years of relevant experience in real estate, lease management, property or a related field.
• Good understanding of leasing, landlord/tenant management and real estate transactions.
• Proficient in Microsoft Office, particularly Excel, PowerPoint and Word.