Business Development & Leasing Admin Executive

Keck Seng; Johor Bahru; On-site; MYR 150,000 - 200,000; Full time

Job summary

A prominent development firm in Johor Bahru is seeking a Business Development & Leasing Admin Executive to assist in managing tenants and conducting market research. Candidates should have 3–5 years of experience in property management with a diploma or degree in a related field. Proficiency in English and Bahasa Malaysia is required, along with strong organizational skills. This role is vital for supporting the team's operations and ensuring compliance with regulatory requirements.

Qualifications

• Minimum 3 to 5 years of experience in property or real estate.
• Proficiency in English and Bahasa Malaysia; other languages are a plus.
• Ability to multitask with minimal supervision.

Responsibilities

• Assist in sourcing and managing tenants for properties.
• Conduct market research for rental rates and industry trends.
• Prepare tenancy agreements for new and renewing tenants.
• Coordinate with Finance for billing discrepancies.
• Provide administrative support to the Business Development Department.

Skills

Excellent communication skills

Proficient in Microsoft Word and Excel

Strong organizational skills

Education

Diploma or Degree in Marketing or Business Administration

Tools

IFCA software

Job description

Business Development & Leasing Admin Executive

We are an established public listed company involved in housing development, cultivation of oil palm, processing and marketing of refined palm oil products, property investment and share investment holding.

We invite qualified and dedicated individuals to fill the above position for our Property Division:

Job Description

• Assist in sourcing and securing new tenants including maintaining and/or managing tenants for investment properties within the property portfolio.
• Coordinate and participate in property viewings and site visits with prospective tenants.
• Prepare tenancy agreements, letters of offer, and other relevant documents for new and renewing tenants.
• Maintain accurate tenant profiles, contact information, and lease records for ease of administration.

2. Market Research & Analysis

• Conduct market research to identify industry trends, rental rates, and competitive properties.
• Prepare comparative market analysis reports to assist in setting competitive rental rates.
• Maintain positive tenant relationships through regular communication and prompt response to inquiries.
• Assist in resolving tenant concerns regarding billing, maintenance, or tenancy terms.
• Coordinate with Finance and Credit Control to address billing discrepancies and payment.

4. Tenancy Management via IFCA.NET Management System

• Create and maintain tenant accounts, including debtor creation and data entry for new and renewing tenancy accounts.
• Prepare tenancy agreements and other related documentation for new and renewing tenancy accounts.
• Send reminders to expiring tenancy accounts and provide detailed reports to the Head of Department via the Tenancy Expiration/Renewal Listing.
• Liaise with tenants regarding key handovers, ensuring all necessary documentation is prepared and properly recorded.

5. Regulatory Compliance and Liaison

• Apply and manage Stamp Duty payment and documentation via the LHDN portal for new tenancy agreements and/or renewal tenancy agreements.
• Conduct company searches via the SSM portal as required.
• Prepare and submit necessary documents to Perbadanan Kemajuan Perumahan Negeri Johor (PKPNJ) for Bumi units leasing.
• Coordinate with the EDP Department to validate e-Invoices, ensuring adherence to LHDN guidelines and tenant notification protocols.

6. Billing and Invoicing Support

• Issuing and sending out (hardcopies) monthly billings and invoicing for rentals, water charges, Mandatory Electrical Charges (MEC), IWK, and other tenant-related charges.
• Collaborate with Accounts Department to follow up on outstanding payments, rental defaults, and other payment discrepancies.
• Prepare and send reminder letters or Notices of Termination for tenants in default and provide reports to the Head of Department.

7. Reporting and Documentation

• Generate and verify monthly financial and operational reports, including but not limited to:
• Summary of Rental Receipts
• Profit Forecast
• Valuation Report
• Quit Rent & Assessment
• IWK Summary Listing
• Develop and maintain a structured filing system for all tenancy agreements, correspondence, and legal documentation.
• Liaise with the Company’s Panel Lawyer(s) for recommended actions regarding tenant defaults and legal disputes.
• Ensure proper documentation and tracking of legal notices, terminations, and court orders, if any.

9. Administrative Support

• Provide day-to-day administrative support to managers and executives in the Business Development Department.
• Assist in preparing reports, presentations, and data analysis as required by the management.
• Coordinate with various departments such as Finance, EDP, and Internal Audit to streamline tenant management processes.
• Attend to Tenants’ enquiries and/or complaints, if any.

10. Additional Duties

• Assist in organizing tenant-related events, meetings, and site visits.
• Participate in business development meetings to discuss tenant acquisition strategies and marketing plans.
• Perform other duties as assigned by the Head of Business Development.

Qualifications

1. Candidate must possess at least a Diploma or Degree in Marketing, Business Administration, or a related field.
2. Minimum of 3 to 5 years of working experience in a related field, preferably within the property or real estate industry.
3. Excellent communication and writing skills in English and Bahasa Malaysia. Proficiency in other languages will be an added advantage.
4. Computer literate and proficient in Microsoft Word and Excel. Experience with IFCA software will be an added advantage.
5. Independent, well-organized, and able to multitask with minimal supervision. Must possess strong organizational skills and attention to detail.

Interested candidates are requested to submit their application with detailed resume stating their qualification, current working experience and expected salary together with a recent passport sized photo (n.r.) to:

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