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Assistant Manager
2 weeks ago
Job description:
Job Responsibilities
Job Purpose
We are hiring a detail-oriented and experienced Lease Administrator to manage the full spectrum of lease documentation and act as the primary interface with the Finance Business Unit. The role is critical in ensuring contractual accuracy, system integrity, and revenue transparency across our portfolio. This position is ideal for someone with a strong background in retail leasing and SAP-based lease systems, ready to step into a high-volume environment and deliver operational excellence from day one.
Key Responsibilities
1. Lease Documentation & Lifecycle Management
- Prepare, review, and process all lease documents including Letters of Offer, Tenancy Agreements, Renewals, Amendments, and Surrender Agreements.
- Conduct accuracy checks and version control across all documentation flows, ensuring consistency between leasing, legal, and tenant-facing materials.
- Perform E-stamping, document engrossment, and liaise with solicitors to finalise contracts when required.
- Maintain and update leasing records (e.g. contract creation, extensions, amendments).
- Track and monitor the full lease lifecycle including handover, rent commencement, fit-out periods, rent-free expiries, and lease expirations.
2. Finance Interface & GTO Management
- Coordinate closely with the Finance Business Unit to ensure billing accuracy for base rent, GTO, and incentive rebates (e.g. Genting Dollars).
- Monitor GTO submission deadlines, reconcile audited turnover sales, and support follow-ups with tenants.
- Submit data to support IRAS-related documentation and ad hoc queries for audits.
- Raise credit/debit note requests for reinstatement claims, deposit adjustments, and other contract-linked financials.
- Consolidate leasing data to support monthly rental forecasts and annual rental revenue budgets.
3. System and Reporting Management
- Update SAP with contract-level details, flag inconsistencies, and coordinate fixes with IT or system vendors.
- Maintain the Leasable Space Masterlist, track forecasted vs. actual occupancy and revenue figures.
- Generate and maintain dashboards and reports for Leasing and Finance teams.
4. Cross-Team Coordination
- Collaborate with the Fit-Out Manager and Leasing to align contract terms with operational readiness.
- Support marketing-related lease actions, such as vending machines, short-term leases, and ATMs.
- Assist the Leasing Director in preparing for internal meetings, management reports, and budgeting cycles.
Job Requirements
Qualifications & Experience
- Diploma or Degree in Real Estate, Business Administration, or related fields.
- Minimum 5 years of experience in lease administration within large retail landlords.
- Strong working knowledge of SAP for lease and billing entries.
- Solid understanding of GTO terms, audit reconciliation, and documentation workflows.
- Familiar with IRAS, e-stamping, and Singapore's commercial leasing regulatory landscape.
Preferred Skills & Traits
- Meticulous with a structured work approach.
- Proficient in Excel, document management, and lease system tracking.
- Able to manage high-volume documentation with minimal errors.
- Independent, proactive, and confident in liaising across departments.
