Leasing and Facilities Executive

Leasing and Facilities Executive

Our client is recruiting a Leasing and Facilities Executive

 Role Purpose

To support and coordinate leasing administration and day-to-day facilities operations while ensuring a high standard of tenant experience across the property portfolio. The role is responsible for efficient lease management, operational coordination, tenant relations, and service delivery, acting as a key point of contact between tenants, internal teams, and service providers.

Leasing Administration

• Assist in the preparation and follow-up of lease agreements, renewals, and amendments.
• Maintain and update the lease register, tenant database, and leasing documentation.
• Monitor lease expiry dates, escalation schedules, and key contractual obligations.
• Coordinate with legal, finance, and management for lease documentation and approvals.
• Support the preparation of leasing proposals and commercial summaries. 

Facilities Coordination

• Support the day-to-day operational management of the property portfolio.
• Follow up with Maintenance Team for tenant’s requests or complaints on maintenance and service.
• Liaise with service providers for cleaning, security, pest control, waste management, etc.
• Conduct regular inspections of common areas to ensure proper upkeep and safety.

Tenant Relations & Experience

• Act as a primary point of contact for tenants, always ensuring professional and responsive communication.
• Build and maintain strong tenant relationships to enhance retention and satisfaction.
• Proactively follow up on tenant requests, feedback, and complaints, ensuring timely resolution and service quality.
• Coordinate with internal teams and service providers to deliver a seamless tenant experience across all touchpoints.
• Support the implementation of tenant engagement initiatives, events, and community-building activities within the property.
• Monitor tenant satisfaction and identify opportunities to improve service delivery and overall experience.

 Compliance & Documentation

• Maintain records related to statutory compliance, inspections, and certificates (fire safety, insurance, etc.).
• Assist in coordinating building inspections, audits, and compliance checks.
• Ensure tenants comply with building regulations and health & safety requirements.

 Rental, Service Charge & Financial Coordination

• Support the preparation of rental, service charge budgets and reconciliations.
• Assist in coordinating operational cost allocations and tenant recharges.
• Liaise with the finance team to ensure accurate billing and follow-up where required.

Reporting & Administrative Support

• Maintain updated records of tenant occupancy, leasing activity, and maintenance requests.
• Prepare operational and leasing reports for management as required.
• Provide administrative support for property management and leasing activities.

Qualification 

• High school diploma and certifications in Property Management, Facilities Management, Business Administration, or a related field.
• Minimum of 5 years of experience in property management, facilities coordination, leasing administration, or a similar role within a multi-tenant environment
• Knowledge of lease administration, tenant onboarding processes, service coordination, and facilities operations
• Familiarity with compliance tracking, documentation processes, and service provider coordination would be an advantage
• Proficiency with Microsoft Office/ management software / Excel / PowerPoints and property management / ERP
• Strong multitasking, communication, and organisational skills with the ability to manage multiple priorities and follow up effectively
• Customer-oriented mindset with the ability to interact professionally with tenants, service providers, and internal teams.
• Ability to work independently while maintaining a high level of attention to detail and accuracy.
• A proactive and solution-oriented approach to problem-solving and service delivery.
• Valid driver’s license and reliable transportation, as travel to sites is required.

 We reserve the right: 

• To call only the shortlisted candidates for interview. 
• Not to make any appointment following this advertisement nor to assign any reason whatsoever for accepting or rejecting any candidate.