Job Description

JOB PURPOSE

To assist and support Manager- Leasing & Strategic Partnerships for all property sales administration, commercial leasing and retail leasing across the multi-portfolio under TEG Assets and its affiliates on handling tenancy administration, tenant management, credit control & all relevant documentation.

KEY RESULT AREAS / RESPONSIBILITIES

Property Sales, Leasing & Tenancy Administration
• Support the Manager - Leasing & Strategic Partnerships in property sales administration, retail planning which includes trade/ tenant mix review and planning of all properties with regards tenant mix
• Preparation and tracking of all lease documentation, tenancy schedule, reporting and presentations for internal and external meetings and/or submissions and establishing clear system for all the areas stipulated including all other matters as indicated by your Manager.
• Responsible in tenant sales and lease performance monitoring, preparation of all rental analysis and all forecasting and management reports for the analysis
• Assist to source and secure commercial and retail space tenants, prospective purchasers for all properties ear-marked for sales by the Company and its affiliates and to meet all assigned leasing and real property KPIs and targets
• Pre-evaluate/assess all business proposals received from prospects and/or strategic partners (including all tenants, retail or commercial) before presentation to your Manager and VP. This pre-evaluation shall include all preliminary company search of their background and business scope and objective.
• Prepare all documents as required by your department and ensure that they are always up to date and is the latest version, including preparation of Letter of Offer in accordance to the agreed format/template and to liaise with our assigned Law Office strategic partner for preparation of all Tenancy Agreements and other tenancy administration including all email correspondence with Tenants
• Ensure proper filing system for all documents (soft and hard copy) is established and stored properly.

• Follow up on acceptance / execution of commercial terms, deposits and submission of relevant documents for the Letter of Offer, Tenancy Agreement and other Tenancy Administration as assigned by your Manager.
• Upon the confirmation of the lease by prospective tenant, the Executive, Leasing is responsible to follow through with all the necessary documents for management’s approval to collecting the executed documents and rental deposits
• Obtain management’s approval on fitout works by tenants and oversee tenant’s renovation work during the fit-out of the outlet/space
• Conducting the handover of the premise to new tenant before fitout work of the outlets.
• To ensure the commencement of all lease and property renewal process is at a minimum of 6 months prior to the expiry date
• Compiling and evaluating the Tenant’s monthly sales performance for Syopz Mall
• Conducting the Tenants’ “Yield-Up Process” on the reinstatement of the premises upon the completion / termination of the tenancy tenure
• 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)
• 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

Credit Control
• To work closely with our Finance Department to ensure we have good credit control policies and implementational methods.
• To work closely with our Finance Department to ensure the monthly total billings sum are in accordance and aligned with our leasing department’s record.
• To be in charge of all collections of rentals for retail and commercial leasing, assisting our Finance department in ensuring receivables are collected in a timely and efficient manner resulting in low delinquency rates
• To attend all enquiries from tenants related to payment issues.
• To ensure tenant’s payments are punctual by issuing the reminder letters accordance to our credit control’s agreed SOP.
• To ensure all reminders, termination and all related documentations are according to the SOP as agreed with Finance and are being carried out in accordance with the terms and conditions of the Tenancy Agreement.
• To have bi-weekly meetings with our Finance department to update and to follow up the aging balances to ensure prompt collection in accordance with our Credit Control Policy, whose objective is to achieve debtor’s aging of below 30 days (minimum level of bad debt provision),
• To prepare for the Manager’s review, all monthly reports of all TEGA and affiliates’ monthly revenue including car park’s revenue, aging report & Syopz Mall occupancy rate
• To prepare a separate Monthly Aging Report, highlighting to your Manager all outstanding issues that requires special 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.

Tenant Management
• Responsible for tenant management which includes maintaining good landlord and tenant relationship & contact, working through solutions to meet Tenants’ requests and to ensure tenants satisfaction rate KPI is achieved.
• Liaise and follow-up with Operation Team for any matters related to Tenants’ complaints and/or operations matters.
Regulatory Compliance and Legal Matters
• Responsible for all documentations related to regulatory compliance for all properties of the Company and its affiliates and to ensure a proper and efficient system of filing
• To accurately convey the position of the Company and its affiliates with regards all pending legal matters in accordance to the mandates of the Company
• Responsible for the preparations of all documentations related to all legal matters of the Company and its affiliates.

MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION
Minimum Diploma, Degree or Bachelor in Real Estate, Mass Communications, Business Administration or other related disciplines is required.

RELATED EXPERIENCE
Minimum two (2) years of related working experience in  Law Firm, Leasing, Real estate, and/or Shopping Mall environment.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
• Ability to adapt to changes in work responsibilities and environment.
• High proficiency in spoken and written English, Bahasa Malaysia and Chinese
• Pro-active and results oriented
• Highly disciplined & committed attributes, high integrity & hardworking
• Good computer skills especially in Microsoft Office Applications

COMPETENCIES (BEHAVIOURAL)
• Creative thinking & innovation – knows when a new approach may be required
• Communicating effectively – discusses and presents ideas logically, clearly using facts and appropriate supporting materials
• Teamwork & collaboration – works harmoniously as a member of a team, sharing knowledge, and information and keeps team members informed and updated about the work of the group
• Results orientation – Takes personal ownership and completes own work according to established standards in an accurate and timely manner

The Management reserves the rights to amend or include additional details towards your job description at any point of time in any form of communication

Job Requirements