Tenancy Admin Executive

myNews; Petaling Jaya; On-site; MYR 40,000 - 55,000; Full time

Job summary

A leading retail company in Selangor is seeking a Tenancy Administrator to provide comprehensive support in tenancy administration including managing documentation and liaising with landlords. Candidates must hold a Certificate or Diploma in Construction Management or related fields, with 2–3 years of relevant experience in project and tenancy administration. Strong organization, communication, and proficiency in Microsoft Office are essential for this role. Familiarity with local authority submissions is preferred.

Qualifications

• Minimum 2–3 years of relevant experience in project/tenancy administration.
• Familiarity with local authority submissions, TNB, and water authority applications is preferred.
• Ability to manage multiple stakeholders and projects concurrently.

Responsibilities

• Provide administrative support for tenancy matters including new tenancies and renewals.
• Coordinate and manage tenancy-related documentation.
• Act as a liaison between the company and landlords for tenancy-related submissions.

Skills

Organization

Attention to detail

Communication

Microsoft Office

Education

Certificate / Diploma in Construction Management, Architecture, or related field

Tools

Project tracking tools

Job description

1. Tenancy Administration

• Provide administrative support for tenancy matters including new tenancies, renewals, relocations, revamps, and landlord-initiated requests.
• Coordinate and manage tenancy-related documentation such as Letters of Offer, tenancy agreements, deposits, and key commercial terms (administrative tracking, filing (physical and online) and safe-keeping).
• Act as a liaison between Mynews and landlords for tenancy-related submissions, requirements, and follow-ups.
• Track tenancy milestones including handover dates, fit-out periods, and possession timelines.

2. Local Authority Liaison & Approvals and Utilities Applications (TNB & Water)

• Prepare and submit applications to local councils (e.g., DBKL, MBPJ, MBSA & others state authorities) for business licenses, premise licenses, signage permits, and other required approvals.
• Act as the main point of contact between the company and local/state authorities.
• Track, follow up, and ensure timely approvals from relevant departments.
• Attend meetings or site inspections with local authorities, when necessary.
• Assist the team on Tenaga Nasional Berhad (TNB) applications including new connections, upgrades, relocations, and meter-related matters.
• Primarily handles water supply applications with the relevant water authorities for new, relocated, and revamped stores.
• Liaise with utility authority, Landlord, and contractors to ensure timely approvals, installations, and activation.
• Act as the coordination point for landlord-related submissions and requirements, including documents requested for building plan, utilities, and statutory approvals.
• Communicate with landlords on submission status, timelines, and outstanding requirements.
• Support landlord-initiated store works and ensure alignment with Mynews’ design and operational standards.

4. Documentation & Compliance

• Maintain proper filing of approvals, permits, correspondence, and statutory documents (physical and digital).
• Ensure accuracy and completeness of all submissions comply with internal standards, authority requirements, and project specifications.
• Keep updated records of licenses, permits, renewal dates, and regulatory compliance status.
• Assist in audits or internal reviews by providing complete documentation when required.
• Stay updated on local regulations, licensing requirements, and changes in compliance policies that affect business operations.

4. General Support & Other Duties

• Prepare basic reports (eg : architect costing report), department project status, authority submissions and licensing status.
• Support the team on ad-hoc administrative tasks related to store design and construction projects.
• Perform any other duties related to store development, approvals, and coordination as assigned by the management.
• Handle correspondence and communication related to authority matters.

Job Requirements

• Certificate / Diploma Construction Management, Architecture, Tenancy Management or other related field.
• Minimum 2–3 years of relevant experience in project/tenancy administration, construction coordination, or authority submissions (Retail/F&B experience is an added advantage).
• Familiarity with local authority submissions, TNB, and water authority applications is preferred.
• Good organizational and documentation skills with strong attention to detail.
• Able to coordinate with multiple stakeholders and manage multiple projects concurrently.
• Proficient in Microsoft Office (Word, Excel, PowerPoint); experience with project tracking tools is an advantage.
• Strong communication and follow-up skills.
• Organized, detail-oriented, and capable of working independently.