Manager, Tenancy Coordination & Tenant Administration

STRAITS RETAIL PROPERTY MANAGEMENT SERVICES PTE. LTD.; Singapore; On-site; SGD 56,000 - 89,000; Full time

Job summary

STRAITS RETAIL PROPERTY MANAGEMENT SERVICES PTE. LTD.

in Singapore is seeking a capable tenancy and facilities coordinator to lead end-to-end tenancy fit-outs and reinstatement works, from tenant briefing to close-out, ensuring alignment with mall rules and authority requirements. You will coordinate with tenants, contractors and internal teams, review submissions and risk assessments, maintain records, and monitor arrears and insurance matters, delivering concise updates and practical

Qualifications

• Degree or Diploma in Facilities Management or related discipline.
• Experience in retail property management or mall operations.
• Knowledge of building services and M&E systems.
• Ability to coordinate multiple tenant works and deadlines in a live mall environment.

Responsibilities

• Lead end-to-end tenancy fit-out and reinstatement works from tenant briefing through to site coordination, handover and close-out.
• Coordinate with tenants, contractors, 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 and authority requirements.
• 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 & filing

Communication

Facilities management

Education

Degree/Diploma in Facilities Management

Related discipline

Tools

Microsoft Office Suite

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.