Admin Assistant, Leasing

Attic Holdings Sdn. Bhd.; Petaling Jaya; On-site; MYR 27,000 - 45,000; Full time

Job summary

Attic Holdings Sdn. Bhd. is seeking a dedicated Leasing Administrative Assistant to support daily operations of the Leasing and A&P Department in our mall environment in Malaysia.

The role involves preparing Letters of Offer, coordinating tenancy agreements with legal, producing lease-related reports, maintaining filing systems and updating tenant data, while ensuring timely submissions and compliance with SOPs.

Qualifications

• Candidate must possess at least Higher Secondary/STPM/"A" Level/Pre-U, Diploma, any field.
• Minimum 2 years of working experience in the shopping mall environment or in similar capacity related field is required.
• Good knowledge of officer management system and procedures.
• Meticulous with strong verbal and written communication skills.
• Pleasant personality with strong interpersonal and follow-up skills.
• Ability to adapt to frequent changes and work under minimum supervision.
• Able to work with pressure and meet tight deadlines.
• Proficient in MS Word, PowerPoint, Excel.

Responsibilities

• Responsible for the daily general administrative work of the Leasing and A&P Department.
• Prepare Letters of Offer and liaise with legal office on preparation of Tenancy Agreements, circulars for Leasing department and all other lease administration documents and reports.
• Maintain filing system of department’s documents and proper communication within departments on tenancy documentation matter.
• Maintain leases including casual leasing and tenant’s information in the system.
• Work closely with suppliers and third parties to ensure timely submission of documentation and orderly execution of events.
• Ensure timely submission of reports and data and that department’s SOPs are adhered to.
• Provide support in preparation and collation of reports.
• Updating Tenant’s Contact List, Tenancy Checklist and Prospect Database.

Skills

Verbal communication

Written communication

Interpersonal skills

Follow-up skills

Adaptability

Education

Higher Secondary/STPM/A Level/Pre-U

Diploma

Tools

MS Word

PowerPoint

Excel

Job description

Responsible for the daily general administrative work of the Leasing and A&P Department.

To work in line with the Manager and Snr. Executive’s requirement and directions.

Responsible for preparation of Letter of Offer, liaising with legal office on preparation of Tenancy Agreement, circulars for Leasing department and all other lease administration documents and reports; including Fit out Memo, Tenancy Authorization Form, Gross Turnover Report and Letting Fees for Leasing and A&P Department.

To maintain filing system of department’s documents and proper communication within departments on tenancy documentation matter.

To maintain leases including casual leasing and tenant’s information in the system.

To work closely with suppliers and third parties to ensure the timely submission of documentation (e.g. purchasing orders, work permits, etc.), orderly execution of events, and compliance with exhibition layout.

To ensure timely submission of the reports and data.

To ensure that department’s SOP are adhered to.

To provide support in preparation and collation of report.

Updating of Tenant’s Contact List, Tenancy Checklist and Prospect Database.

Requirements:

Candidate must possess at least a Higher Secondary/STPM/"A" Level/Pre-U, Diploma, any field.

Minimum 2 years of working experience in the shopping mall environment or in similar capacity related field is required for this position.

Good knowledge of officer management system and procedures.

Meticulous and possess strong verbal and written communication skills.

Pleasant personality with strong interpersonal and follow-up skills.

Ability to adapt to frequent changes and work under minimum supervision.

Able to work with pressure and meet tight deadlines.

Proficient in MS Word, Power Point, Excel.