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.

Job Description:

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 [email protected]

Only shortlisted candidates will be informed.