Manager, Tenancy Coordination & Administration

Straits Retail Property Management Services Pte Ltd; Singapore; On-site; SGD 55,000 - 75,000; Full time

Job summary

Straits Retail Property Management Services Pte Ltd is seeking a dedicated professional to lead tenancy coordination for mall properties. You will manage fit-out, alterations and reinstatements, coordinating with tenants, contractors and internal teams to ensure compliance and timely handovers.

The role requires strong document control, communications and stakeholder management, with the ability to track permits, risk assessments and insurance, while ensuring audit-ready records and timely

Qualifications

• Degree or Diploma in Facilities Management, Building Services, Engineering, Property Management, Construction Management or related discipline.
• Relevant experience in retail property management, shopping mall operations, tenancy coordination, fit-out management, commercial building administration, tenant-facing operations, tenancy arrears administration, insurance coordination and/or claims management.

Responsibilities

• Lead end-to-end tenancy fit-out, alteration and reinstatement works, from tenant briefing and submission tracking through to site coordination, handover and close-out.
• Coordinate with tenants, contractors, consultants, Leasing, Facilities, Fire Safety, Security, Housekeeping, Carpark, Finance and other internal stakeholders.
• Review and track tenant submissions, permits, drawings, method statements, risk assessments, insurance, financial guarantees, approvals and close-out documents.
• Conduct tenant and contractor briefings, site inspections and progress follow-ups to ensure compliance with house rules, approved plans, authority requirements and mall operational controls.
• Maintain accurate tenancy records, registers, correspondence, inspection reports and audit-ready filing.
• Monitor tenant compliance matters, incident coordination, outstanding actions, defects, tenancy arrears administration, insurance and/or claims matters, and escalation items until closure.
• Work with Finance, Leasing and relevant internal and/or external stakeholders on arrears administration, tenant reminders, payment follow-up, insurance documentation, claim coordination, claims status tracking, claims closure, and timely escalation of material overdue, disputed, time-sensitive and/or risk-sensitive matters.
• Provide management with concise updates, risk visibility and practical recommendations on tenancy progress, compliance gaps, arrears exposure, operational constraints and tenant-impact matters.
• Support continuous improvement of tenancy workflows, templates, checklists, briefing materials and document control standards.

Skills

Tenant coordination

Stakeholder management

Documentation control

Communication skills

MS Office

Education

Degree or Diploma in FM/Engineering/Property Mgmt

Tools

Mall management systems

Electronic filing systems

Job description

Responsibilities

• Lead end-to-end tenancy fit-out, alteration and reinstatement works, from tenant briefing and submission tracking through to site coordination, handover and close-out.

• Coordinate with tenants, contractors, consultants, Leasing, Facilities, Fire Safety, Security, Housekeeping, Carpark, Finance and other internal stakeholders.

• Review and track tenant submissions, permits, drawings, method statements, risk assessments, insurance, financial guarantees, approvals and close-out documents.

• Conduct tenant and contractor briefings, site inspections and progress follow-ups to ensure compliance with house rules, approved plans, authority requirements and mall operational controls.

• Maintain accurate tenancy records, registers, correspondence, inspection reports and audit-ready filing.

• Monitor tenant compliance matters, incident coordination, outstanding actions, defects, tenancy arrears administration, insurance and/or claims matters, and escalation items until closure.

• Work with Finance, Leasing and relevant internal and/or external stakeholders on arrears administration, tenant reminders, payment follow-up, insurance documentation, claim coordination, claims status tracking, claims closure, and timely escalation of material overdue, disputed, time-sensitive and/or risk-sensitive matters.

• Provide management with concise updates, risk visibility and practical recommendations on tenancy progress, compliance gaps, arrears exposure, operational constraints and tenant-impact matters.

• Support continuous improvement of tenancy workflows, templates, checklists, briefing materials and document control standards.

Requirements

• Degree or Diploma in Facilities Management, Building Services, Engineering, Property Management, Construction Management or a related discipline.

• Relevant experience in retail property management, shopping mall operations, tenancy coordination, fit-out management, commercial building administration, tenant-facing operations, tenancy arrears administration, insurance coordination and/or claims management.

• Practical working knowledge of building services and M&E systems, with the judgement to identify interface risks and seek specialist assessment where required.

• Proven ability to coordinate multiple tenant works, stakeholders, inspections, submissions and deadlines concurrently in a live mall or operational building environment.

• Strong administrative, document-control and follow-up discipline, with attention to factual accuracy and audit trails.

• Confidence in tenant engagement, issue resolution and arrears follow-up, including the ability to handle sensitive or difficult conversations professionally.

• Strong written and verbal communication skills, with the ability to prepare clear correspondence, concise management updates, meeting records and practical recommendations.

• Proficiency in Microsoft Office Suite, mall management systems and electronic filing or workflow systems.

• Able to attend inspections or critical tenancy works outside normal operating hours when operationally required.