Project & Leasing Coordinator

Polar Puffs & Cakes Pte Ltd; Singapore; On-site; SGD 36,000 - 51,000; Full time

Job summary

Polar Puffs & Cakes Pte Ltd in Singapore seeks a diligent admin/tenant coordinator to support tenancy renewals, operations, and facility services across mall outlets. You will manage meetings, take minutes, handle communications, and liaise with mall and hospital management on tenancy matters.

The role requires a Diploma and 2 years in related industry, with a proactive, autonomous work style and strong confidentiality. Office-based role supporting leasing and maintenance teams.

Qualifications

• Diploma in related field.
• 2 years’ experience in tenancy/operations preferred.
• Ability to work independently with minimal supervision.
• Proactive and resilient demeanor.

Responsibilities

• Coordinate and schedule meetings and site visits.
• Attend meetings and take minutes.
• Manage and respond to emails and phone enquiries.
• Liaise with Mall’s Management/Hospital’s Management for tenancy renewal and related matters.
• Maintain lease renewal tracking and confidentiality of leasing data.
• Update Finance on rates and related items.
• Manage Letter of Offer and Lease Agreement processes and get Directors’ signatures.
• Monitor SESAMI, ARIBA and other portals for leasing opportunities.
• Generate Purchase Requisition / CAPEX via M365 for approvals.
• Assist Maintenance Team with claims and related invoices.
• Track project and maintenance invoices.

Skills

Meeting coordination

Communication skills

Record keeping

Confidentiality

Independent working

Education

Diploma holder

Tools

M365

ARIBA

SESAMI

SFA portals

Job description

Job Description:

• Coordinate and schedule meetings and site visits

• Attend to meeting and minutes taking

• Manage and respond to emails and phone enquiries

• Liaise with Mall’s Management/Hospital’s Management for tenancy renewal meet-up, reinstatement and any other matters relating to tenancy and operations/outlets issues

• Keep track of lease renewal and update leasing database regularly and to maintain with strict confidentiality

• To update Finance of any rates

• Keep track of the Letter of Offer and Lease Agreement and to arrange for Directors’ signatures and timely submission of documents

• Monitor SESAMI, ARIBA portals and other portals for leasing opportunity

• Generate Purchase Requisition / CAPEX for approval and submission by using computerised software M365

• Assist with claims for Maintenance Team

• Monitor of project and maintenance department invoices

• Coordinate all SFA, Singapore Power, Electricity applications/terminations/renewal

• Maintain proper records of all tenancy documents, drawings for renovation and reinstatement works

• Liaise with Pest Control company, grease trap/floor trap company to service Polar Café and outlets for pest preventions

• Monitor SFA Licenses – take note of the expiry dates and issuance of new license

• Attend to Retail Operations, Area Managers’ complaints on outlet issues

• Attend to IT team enquiry on submission of documents to LL

• Update renovation status and consolidate all invoices pertaining to renovation and purchases of fixed assets

• Arrange for air con servicing for outlets, Progen Office in the absence of Project Team

• Work closely with Maintenance Team on maintenance routine

• Follow up with vendors on quotations, job orders, contractors

• Any other ad-hoc as instructed by manager

Job Requirements:

• Diploma Holder

• Preferably 2 years’ experience in related industry

• Able to work independently without constant supervision

• Possess positive work attitude, drive and resilience to meet job challenges