The Day-To-Day Activities
Tenancy Agreement
Administration
- Acknowledge and process
notifications for new and renewal leases from internal departments.
- Review and manage Letters of
Offer (LOOs) and Tenancy Agreements (TAs), including routing for internal
approvals and coordination with Legal for document vetting.
- Raise payments for deposits,
stamping, and professional/legal fees for new or renewed agreements.
- Ensure timely execution,
stamping, and proper filing (physical and digital) of all lease agreements.
- Track TA expiry dates and
follow up on renewals, extensions, or non-renewals as needed.
- Prepare and issue renewal or
termination letters and monitor deposit refunds post-handover.
Business & Signage License Management
- Prepare
and compile required documents for business and signage license applications
and renewals.
- Liaise
with local councils or appointed agencies to ensure applications and renewals
are submitted on time.
- Handle
both online and manual processes for license applications, including payment
processing and license display coordination
Compliance & Landlord / Lease related
Document Coordination
- Ensure
landlords provide all required property ownership and compliance documents
such as land titles, assessment receipts, quit rent, and CF/CCC certificates.
- For
corporate landlords, obtain company documents (e.g., Forms 9, 13, 24, 44, 49)
and board resolutions authorizing signatories.
- Track
fire certificate validity and liaise with landlords for timely renewals.
Administrative & Cost Tracking Support
- Maintain
organized filing systems for tenancy agreements, licenses, and compliance
documents in both physical and digital formats.
- Collect
and update payment records for lease-related and admin-related costs such as
utilities, office expenses, courier services, and vendor payments.
- Track
due payments and verify invoices for accuracy and compliance with contract
terms.
- Prepare
reports, and summaries to support departmental operations and audits.
- Coordinate
with vendors, councils, and internal departments to follow up on pending
approvals or missing documentation
Coordination works
- Communicate
with stakeholders across divisions/departments e.g. CSD, Sales, Retail
Operations, Legal, and Finance — to ensure lease and compliance processes are
aligned.
- Liaise
with external landlords, mall leasing departments, legal firms, and
government agencies to obtain required documents, signatures, or updates
- Coordinate logistics for
admin-related requests, such as courier services, asset tagging and tracking,
and physical document retrieval