Tenancy Executive

Job description

DUTIES & RESPONSIBILITIES

Administration

·       To prepare weekly/monthly meeting documents and minutes.

·       To organize social events & meetings.

Operational Matters

·       Attend to day-to-day requests/feedback from tenants.

·       Assist the Manager in supervising soft services such as cleaning, security, landscape, pest control and carpark services.

·       Manage fit-out / reinstatement / A&A works.

·       Handle and process new application and renewal of season parking.

·       Administer and process Building's access cards (tenants / visitors / contractors).

·       Issuance / approving PTWs.

·       Coordinating viewing requests by leasing team.

·       Main contact for tenants' requests (deliveries, access,

·       visits, air-con extensions, handyman works, etc.)

·       Tracking building occupancy & prepare reports.

·       Preparing Tenants' circulars / correspondences.

·       Prepare & carry out Tenant Survey

·       To review, and if necessary, recommend and implement changes to operations procedures.

·       To set and define standards required of non-maintenance matters, such as security guards and cleaners' uniforms, management office, workplace security, cleaners' store, etc.

·       To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability, or effectiveness.

·       To set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.

·       To follow up on matters after meetings.

·       To set up inspection schedules on defects, cleanliness and other term contract works.

·       To liaise with Property Executive (M&E) and tenants on matters related to M&E services.

·       To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.

·       To review and update Fit Our Guide, Tenants Handbook, SOPs, forms, if necessary.

·       To attend meetings with clients, term contractors or any other meetings and to record and put-up minutes.

·       To prepare and submit all necessary documents to authorities such as BCA and URA, or any relevant authorities as needed.

·       To keep updated records of all warranties.

·       To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.

·       To conduct regular inspections with the term contractors (cleaning, pest control, fire protection system, lift, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.

·       To conduct daily checks on common property to ensure their soundness and proper maintenance.

·       To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.

·       To monitor and furnish regular reports on any intrusions, irregularities, or unsafe practices.

·       To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.

Tenancy Management

·       Help coordinate tenant move-ins and move-outs.

·       Build positive relationships with co-workers, clients, and tenants.

·       Respond to tenants' needs and maintain positive relationships and high retention levels with all tenants.

·       Liaise with tenants on repairs and maintenance works.

Emergency

·       To lay down procedures and contact numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.

·       To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.

Reporting & Budgeting

·       Prepare accurate, timely and completed reports, including monthly performance reports and variance reports for review by senior management.

·       Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.

·       Manage all accounts payable for the property, including collection, and approval of invoices.

·       Respond to problems and concerns and ensures compliance with rules and regulations.

Performance Indicators:

·      Successful completion of scheduled activities.

·      Achieve KPIs.

·      Achieve target deliverables for business plans, monthly reports and budgets.

·      Attain best value for money outcomes on service contracts and facilities cost services.

·      Ensure that a high level of professionalism and customer service are always maintained.

·      Ability to work under pressure and meet set timelines.

·      Client and tenant's customer satisfaction.

·      Meet standards and audit requirements.

Knowledge/Experience:

·    Degree in Building & Real Estate Management or its equivalent with at least 3 years of experience; or

·    Diploma in Building & Real Estate Management or its equivalent with at least 5 years of experience.

·    Relevant experience in managing high rise commercial buildings or mixed developments.

·    Knowledge of operation, maintenance, fit out practices and related local ordinances.

·    Experience in formulating and implementing maintenance policies and procedures, project management for capital works.

·    Independent with integrity, innovative, proactive, and resourceful.

·    Good organization, problem solving and communication (verbal and written) skills.

·    Managerial experience is essential and ability to work under pressure.

·    Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Required Skill Profession

Other General