Senior Executive, Property Administration

methodist church in singapore - general conference; Singapore; Presencial; SGD 47 000 - 71 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Medical and dental benefits

Hybrid work arrangement

Resumo da oferta

The Methodist Church in Singapore is seeking a proactive Senior Executive, Property Administration to join the Property Administration team. The role covers tenancy and lease records, documentation, insurance administration and governance submissions across a diverse portfolio of properties.

You will work with churches, tenants, agencies and service providers to ensure proper documentation, monitoring and closure of property matters, while maintaining confidentiality and compliance.

Qualificações

• Diploma or Degree in Property Management or related discipline.
• At least 3 years of relevant experience in property administration.
• Experience in governance-based environments is an advantage.
• Strong organisational and documentation skills.
• Proficient in MS Office; experience with 365/SharePoint is a plus.
• Ability to check invoices, contracts and records accurately.

Responsabilidades

• Maintain property and tenancy records, leases, and related documents.
• Monitor lease expiry dates, renewal milestones and insurance requirements.
• Prepare tenancy and occupancy documentation and handover records.
• Coordinate with churches, tenants, agencies, and service providers.
• Support governance papers, meeting materials and follow-up actions.
• Coordinate repairs, inspections, and service provider engagements.
• Assist with procurement, invoicing, and financial verification.
• Maintain confidentiality of sensitive documents.

Conhecimentos

Property management

Record management

Stakeholder coordination

Governance documentation

Microsoft 365 / SharePoint

Formação académica

Diploma or Degree in Property Management / Real Estate

Ferramentas

Microsoft Office

SharePoint

Descrição da oferta de emprego

About Us

The Methodist Church in Singapore (MCS) is a connectional church comprising the General Conference, three Annual Conferences, local churches, and various agencies and organisations. The General Conference (GC) provides leadership in areas including governance, policy and the oversight of its ministries and agencies.

We are looking for a committed and proactive property administration professional to join our Property Administration team. The role supports the administration of a diverse portfolio of office, commercial, residential and ministry properties, with responsibility for tenancy and lease records, property documentation, insurance administration, financial verification, governance submissions and stakeholder coordination.

The Senior Executive will work closely with churches, tenants, internal departments, consultants, managing agents, contractors and government agencies to ensure that property matters are properly documented, monitored and followed through in accordance with organisational requirements.

Key Responsibilities

1. Property & Tenancy Administration

• Maintain and update records relating to properties, leases, licences, tenancy agreements, side letters, land lease renewals and related correspondence.
• Monitor lease expiry dates, option periods, rental review dates, insurance requirements, renewal milestones and other property-related deadlines.
• Prepare and coordinate routine tenancy and occupancy documentation, including renewal letters, agreements, side letters, handover records and inspection checklists.
• Coordinate with churches, tenants, government agencies, legal advisers, valuers, managing agents, consultants and other stakeholders on property administration matters.
• Follow up on handover, reinstatement, access, defect and close-out matters, and maintain the required supporting records.

2. Property Records & Document Management

• Maintain complete, orderly and retrievable records for title deeds, leases, licences, valuation reports, insurance policies, building plans, approvals and property correspondence.
• Support title deed verification, document reconciliation and records rectification exercises.
• Maintain digital property records and document repositories, including Microsoft 365 and SharePoint folders, in accordance with approved filing conventions and access requirements.
• Check documents for completeness, accuracy, signatures, approval status and consistency before filing or onward submission.

3. Governance & Committee Support

• Assist in preparing property papers, reports, submissions and supporting schedules for management and relevant committees or governing bodies.
• Compile background information, financial data, quotations, correspondence and other supporting documents for review and approval.
• Prepare meeting materials, minutes and follow-up action lists when assigned.
• Track approved decisions, conditions of approval and outstanding actions through to closure.

4. Project Operations & Contract Administration

• Coordinate routine repair, maintenance, inspection and facility-related requests with users, contractors, managing agents and service providers.
• Obtain and organise quotations, scopes of work, service reports and completion documents for review.
• Monitor service contracts, work orders and vendor deliverables, and escalated delays or discrepancies to the supervisor.
• Support insurance administration, including policy schedules, renewals, endorsements, incident records and claims documentation.
• Assist with procurement documentation, purchase requisitions and invoice processing in accordance with approved procedures.

5. Financial & Management Reporting Support

• Assist in monitoring rental billings, arrears, deposits and property-related expenditure, and highlight exceptions for follow-up.
• Verify invoices, quotations, calculations and supporting documents against approved scope, contract terms and available records.
• Compile information for budgeting, periodic reporting, audit queries and property portfolio reviews.
• Prepare clear summaries, comparison tables and status reports for management review.

6. Stakeholder Service & Correspondence

• Act as an administrative point of contact for routine property enquiries from churches, tenants, internal departments and external service providers.
• Draft clear and professional correspondence, follow-up notes and status updates for review.
• Coordinate meetings, inspections and document execution, and follow up on agreed actions.
• Maintain confidentiality and exercise appropriate care when handling legal, financial, tenancy and governance documents.
• Experience managing maintenance, renovation, A&A, defect inspection/rectification works and upgrading projects.

Requirements

• Diploma or Degree in Property Management, Real Estate, Facilities Management, Building Management, Business Administration or a related discipline.
• At least 3 years of relevant experience in property administration, tenancy administration, facilities management, contract administration or a related field.
• Experience in a church, charity, public institution or other governance-based environment will be an advantage.
• Good understanding of property, lease, tenancy, contract and records administration.
• Experience in preparing reports, approval papers, schedules and property-related correspondence.
• Ability to check agreements, quotations, invoices, calculations and supporting documents accurately.
• Strong organisational skills with the ability to monitor deadlines, manage competing priorities and follow through on outstanding actions.
• Good written, interpersonal and stakeholder coordination skills.
• Able to work independently while escalating policy, legal, financial or complex matters appropriately.
• Proficient in Microsoft Office applications. Experience with Microsoft 365, SharePoint or an electronic records management system will be an advantage.

Why Join Us

• Support the administration of a diverse portfolio of office, commercial, residential and ministry properties.
• Gain broad exposure across tenancy administration, property records, governance reporting, insurance and contract coordination.
• Contribute to meaningful property and records improvement initiatives.
• Work in a collaborative and purpose-driven organisation that supports the Church's ministries and community.
• Contribute to effective stewardship and administration of properties that support staff, ministries and the wider community.
• Benefit from a hybrid work arrangement that supports work-life harmony.
• Receive comprehensive medical and dental benefits and employee insurance coverage.