Manager, Tenancy Coordination & Administration

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.