Job Description

JOB PURPOSE
To assist and support Director, Leasing & Strategic Partnership across the multifamily portfolio of Taylor's Education Group for tenancy administration management, develop leasing strategy, to meet leasing targets, tenant management, credit control and Casual mall leasing.

KEY RESULT AREAS / RESPONSIBILITIES

Leadership

• Responsible to oversee the overall Leasing process and manage the team towards the directions, strategies and target set by the HOD and Company.
• Provide guidance to the team members on day-to-day Leasing's operations and challenges with proposed solutions.
• Review SOPs, processes and documentations for continuous improvement initiatives.
• Review work performance of each team member and provide feedback
• Assist in inspiring the team in working together in achieving department's and company's goals
• Leasing & Strategic Partnership
• Conceptualize and execute Leasing plans and strategies for different projects to optimize occupancy and timely delivery of results
• Manage all Leasing activities including attracting new tenants, vetting prospective tenants, rental negotiation and the development of leasing packages
• Prepare weekly and monthly reports / presentations on the status and performance of Leasing activities
• Build and maintain relationship with all internal & external stakeholders. Provide accurate and timely information and secure their commitment to work towards the desirable outcome.
• Ensures established procedures are followed by self and others. Reviews control processes and procedures that directly impact the performance of the Project/ Department.
• Prepare Leasing/ revenue's forecast and annual budget
• Responsible to monitor to ensure Leasing's budget, tenant's renovation and all other timelines are met as per deadlines.
• To initiate forward planning and conduct market research from time to time

Credit Control

• To work closely with Finance Department to ensure the monthly total billings sum are tally with Leasing's record.
• To assist Finance for ensuring receivables are collected timely and in an efficient manner resulting in low delinquency rates
• To attend any enquiries from tenants related to payment issues.
• To ensure tenant's payments are punctual by issuing the reminder letters accordance to credit control SOP.
• To ensure all reminders, termination and documentation according to the SOP are being forwarded and communicated with Finance and being carried out in accordance with the terms and conditions of the Tenancy Agreement by implementing good credit control policies and procedures.
• To have bi-weekly meeting with Finance to update and follow up the aging balances to ensure prompt collection accordance with Credit Control Policy and ensure aging within 30 days (minimum level of bad debt provision),
• To negotiate with tenants by implementing effective strategies to realise possible settlement.
• To prepare and review the monthly report - monthly revenue including car park's revenue, aging report & Syopz Mall occupancy rate
• To prepare Monthly Aging Report & highlighting the Management on the outstanding issues that requires special treatment action.
• To liaise with Legal Department/lawyer for any bad debts recovery from Tenants
• To assist in preparing documents and/or evidence for legal action / proceedings.

Tenancy Administration & Documentation

• Responsible for tenant management which includes maintaining good landlord and tenant relationship & contact, working through solutions to meet Tenants' requests
• Liaise and follow up with Operation Team for any matters related to operation matter
• To ensure the new lease acceptance i.e Tenancy Agreement, Letter of Offer, deposits collection including security deposit, fit out deposit & fee, utilities deposit, mailbox deposit and advance rental are all in order upon execution of the documents / prior to the opening .
• To review leasing documents, i.e tenant's or prospect's Company Form/ SSM are valid and in good order.
• To develop and upkeep records and database of existing and new tenants the rental rate, tenancy periods & lease expiration into the tenancy master list.
• To ensure the lease renewal process is taking place at least 6 months prior to the expiry date
• Liaise with Legal advisor in legal terms & conditions and in documentation on any related commercial issue raised by the Management and tenants.
• To review and prepare Letter of Termination to tenant and ensure tenant's account is cleared before escalating to leasing team and Facilities Management for Exit Process, i.e Contractor & Safety briefing and handover of items & premises to Management
• Overseeing the Yield up process of the tenants after the completion of tenancy tenure

Tenant Management & Support

• Establish and maintain strong tenants' relationship and require to response to tenant's grievance or enquiries and to build up network with potential tenant.
• Execution and support for A&P plans for tenant's business sustainability via Syopz F&B Platform initiative etc
• To support tenants by co-ordinate the food catering for Taylor's University Convocation Days
• To support Marketing Team in all big events under Syopz Mall

Documentation

• Maintain proper document storage and handle the retrieval of document task efficiently.
• Ensuring proper filling is in place for all leasing related documents, i.e Letter of Offer / Letter of Renewal, Tenancy Agreement, tenants' Company Form/ SSM and etc.
• To received and upkeep tenants' valid Business License insurance policy (Public Liability Insurance & Fire Insurance policies)
• To receive sales reports from Syopz Mall's Tenants and register the sale data into Sage Timberline for easy tracing purpose.

MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION

• Minimum Diploma, Degree or Bachelor in Real Estate, Mass Communications, Business Administration or other related disciplines is required.
• Minimum 5 Years of related working experience and dealing with credit control, leases & tenancy agreements.