Executive Tenancy Admin

Boustead Properties Berhad; Selangor; On-site; MYR 40,000 - 58,000; Full time

Job summary

A leading property management firm seeks a leasing coordinator to manage tenancy agreements and maintain tenant databases. The role involves liaising with landlords and finance teams to facilitate smooth leasing processes, ensuring compliance with statutory requirements. Responsibilities include handling tenant inquiries, processing rental deposits, and generating monthly reports. This position requires strong organizational skills and the ability to work collaboratively across departments.

Responsibilities

• Prepare, manage, and process all tenancy documents like Letters of Offer and Tenancy Agreements.
• Maintain accurate tenant databases, lease schedules, and relevant information systematically.
• Liaise with landlords, legal teams, and finance for smooth operations.
• Handle tenant inquiries, complaints, and support fit-out/renovation processes.
• Process rental deposits and manage utility account registrations.
• Ensure compliance with statutory requirements and generate monthly leasing reports.
• Manage administrative tasks including filing and preparing meeting minutes.

Job description

To ensure smooth, compliant, and efficient management of all lease-related activities, handling everything from drafting and executing agreements (LOA, TA) to managing tenant databases, coordinating with landlords/internal teams (Finance, Legal), processing renewals/terminations, and ensuring timely utility registration/payments for commercial spaces. They act as a crucial link between landlords, tenants, and internal operations to maintain smooth leasing cycles and tenant satisfaction.

KEY ACCOUNTABILITIES

Documentation & Contracts: Prepare, manage, and process all tenancy documents (Letters of Offer, Tenancy Agreements, renewals, terminations, pop-up licenses, etc).

Database & Records: Maintain accurate, up-to-date tenant databases, lease schedules, and relevant information in systems like Timberline.

Coordination: Liaise with landlords, legal teams, finance, and internal departments for smooth operations.

Tenant Relations: Handle tenant inquiries, complaints, and support their fit-out/renovation processes, ensuring compliance.

Financial/Utilities: Process rental deposits, manage utility account registrations with authorities, and handle related bill inquiries including assisting in arrears management.

Compliance & Reporting: Ensure all actions comply with statutory requirements and company policies, and generate monthly leasing reports.

General Administrative: Ensure all filing, preparing meeting minutes, providing cluster leasing support and adhoc tasks.