Tenancy Executive

Tenancy Executive (Commercial Building)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. Review, and if necessary, recommend and implement changes to operations procedures. Set and define standards required of non‐maintenance matters, such as security guards and cleaners’ uniforms, management office, workplace security, cleaners’ store, etc. Review all areas regularly to determine whether cost‐saving measures can be implemented without compromising on quality, durability, or effectiveness. Set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence. Follow up on matters after meetings. Set up inspection schedules on defects, cleanliness and other term contract works. Liaise with Property Executive (M&E) and tenants on matters related to M&E services. Arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc. Review and update Fit Our Guide, Tenants Handbook, SOPs, forms, if necessary. Attend meetings with clients, term contractors or any other meetings and to record and put-up minutes. Prepare and submit all necessary documents to authorities such as BCA and URA, or any relevant authorities as needed. Keep updated records of all warranties. Conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc. 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. Conduct daily checks on common property to ensure their soundness and proper maintenance. Propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved. Monitor and furnish regular reports on any intrusions, irregularities, or unsafe practices. 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. 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. 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. #J-18808-Ljbffr