Lease Administration Executive

At RQAM, we believe great workplaces are built by great teams. Guided by our PACE values, People Oriented, Accountability, Collaboration and Excellence, we foster a culture where people feel valued, supported and empowered to do their best work. If you are looking to grow your career in a dynamic and high-performing environment, we welcome you to explore opportunities with us.

About the RoleAs a Lease Administration Executive, you will be responsible for the end-to-end management of lease and property administration. This includes overseeing tenant relations, ensuring compliance with regulatory requirements, and maintaining accurate and up-to-date records across internal systems and relevant regulatory portals.

You will play a key role in supporting smooth day-to-day operations through timely reporting, effective coordination, and strong attention to detail.

Responsibilities:a) Lease Documentation ProcessingTAML check and ACRA search on tenants and prospects.To ensure full execution of documents after tenant’s acceptance of Letter of Offer and preparation of DR/DP.Assist and support the team to ensure the smooth process of lease documentation – including proper filing, liaise with lawyers to send and track the execution of lease documents by tenants and the required internal resolutions.Maintain filing in accordance with SOP.Timely update concluded deals in Yardi and Clause Library.

b) Viewing ArrangementsAttend to phone enquiries and making viewing arrangements via VTS.Maintaining calendars of the AM team (office) for viewing arrangements.Calculation of area for proposed subdivided units.

c) Vacancy ListingMaintain vacancy listing and agent mailing list.To send the vacancy list update to agents, fortnightly.

d) Arrears ManagementTo ensure timely follow up with tenants on arrears for rent and ad hoc charges in accordance with SOP.

e) Property TaxFTo review and manage property tax matters for respective properties.To ensure timely follow up on objections / appeals to the authorities in accordance with the SOP.Put up new unit numbering and separate assessment to IRAS for new units.Ensure timely follow up with tenants on updating of Tenants’ PL insurance in accordance with SOP.

f) Tenant’s Insurance PoliciesTo ensure timely follow up with tenants on updating of Tenants’ PL insurance in accordance with SOP

g) Tenants Related MattersArrange for flowers to be sent for tenant’s business commencement

h) ProcurementCreating purchase request and uploading of invoices.

i) Contact DatabaseEnsure timely updated of the contact database for tenants and business associates. Support with relevant contact details for events etc

j) URA Occupancy ReportingReporting of building occupancy in the URA portal

k) CEATo help maintain salesperson’s training hours / record in the CEA portal.Process the renewal of CEA licence for both agency and salesperson.

Requirements:1 to 2 years of administration/operations experience.Well-conversant with Microsoft Office software applications especially with Microsoft Word, Excel, Access and OutlookUnderstanding PIVOT table, basic macro skills, mail merge and/or reports will be added advantage.Details-oriented and quality conscious.Good follow through skills.Pleasant personality and good interpersonal skills.Able to keep to timeline.

Only shortlisted candidates will be notified.