Tenancy Management & Leasing Executive

We are seeking a detail-Oriented and organized Tenancy Management & Leasing executive to oversee tenancy administration, lease management, rental and deposit administration and tenant and landlord coordination.

Tenancy Administration

• Prepare, review, process, and maintain tenancy agreements, renewal documents, tenancy schedules, and related correspondence, including insurances where applicable.
• Maintain accurate and up-to-date records of tenants, landlords, lease terms, rental rates, deposits, and other tenancy details.
• Monitor tenancy commencement and expiry dates and provide timely reminders for renewals, extensions, or terminations.
• Coordinate tenancy documentation, including stamp duty arrangements where applicable.
• Ensure all tenancy files and records are properly organized and accessible.

2. Tenant and Landlord Coordination

• Serve as a point of contact for tenants, landlords, property agents, and internal departments regarding tenancy-related matters.
• Respond to enquiries and assist in resolving routine tenancy issues promptly and professionally.
• Coordinate tenant move-in and move-out arrangements, including key handovers, inspections, and relevant documentation including statutory licences and fit-out plans where applicable.
• Liaise with maintenance teams or service providers to follow up on property defects, repairs, and other tenant requests.

3. Rental and Deposit Administration

• Monitor rental payment schedules and maintain accurate rental records.
• Follow up on outstanding rental payments and assist with the preparation of payment reminders and reports.
• Track security deposits, advance rental payments, and other tenancy-related charges.
• Coordinate the processing of deposit refunds and deductions upon tenancy termination, subject to the applicable procedures and approvals.
• Assist with rental statements, billing documentation, and reconciliation of tenancy records with finance records.

4. Lease Renewal and Termination

• Track upcoming lease expiries and initiate renewal follow-ups with tenants and landlords.
• Prepare renewal offers, lease extension documents, and termination correspondence for review and approval.
• Coordinate the return of keys, final inspections, outstanding payments, and deposit settlement upon tenancy termination.
• Update tenancy databases and records following renewals, amendments, and terminations.

5. Reporting and Compliance

• Prepare regular reports on tenancy status, lease expiries, rental collections, outstanding payments, and vacant units.
• Maintain confidentiality and ensure the proper handling of tenant and landlord information.
• Ensure tenancy documentation and administrative processes comply with company procedures and applicable legal and regulatory requirements.
• Assist with internal audits, document checks, and other administrative duties as required.

Job Requirements

• Minimum 2–3 years of relevant experience in tenancy & leasing management with familiarity with tenancy agreements, rental administration, and lease management processes.
• Holder of CEA License is preferred.
• Diploma or equivalent qualification in Business Administration, Real Estate, Property Management, or a related field.
• Good organisational, administrative, and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• High attention to detail, accuracy, and the ability to manage multiple tasks and deadlines.
• Able to work independently and collaboratively with internal and external stakeholders.
• Demonstrates professionalism, integrity, and good customer service skills.