Operations and Lease Administration

Role SummaryResponsible for the day-to-day operations and lease administration of the asset, ensuring smooth site operations, facility maintenance, tenant compliance, and service provider performance. The role manages tenant onboarding, handovers, requests, lease records, renewals, exits, and coordinates with internal and external stakeholders to maintain operational efficiency, asset standards, and tenant satisfaction.OperationsKey ResponsibilitiesFull site management of the assetManage both the FM and external service providers and ensure their SLAs and KPIs are achieved and PPMs/RMs are addressed as plannedManage access permits for the tenants' suppliers and service providersPerform daily inspection of the asset and coordinate with relevant parties for any required worksEnsure the asset is at its best every day prior to doors openingMonitor the asset's equipment and ensure it is fully operational at all times (generators, lights, fuel, pumps, sewage network, water tanks, sewage tanks, air conditioning units, etc.)Monitor the overall cleanliness of the asset including, but not limited to, toilets, prayer rooms, parking, flooring and landscapingMonitor retailers' operations and compliance with the asset's regulations (staff behavior, waste management, access routes, operating hours, etc.)Coordinate between internal and external stakeholders in relation to site procurement matters, scopes of work and site visitsCoordinate tenant onboarding and handover, including fit-out approvals, handover of units, and completion of required documentationReview and process tenant requests (alterations, signage, change of use, assignments, subletting) and route them for internal approvalMonitor tenant compliance with lease terms, including permitted use, trading hours, fit-out and signage conditions, and insurance requirementsLease AdministrationMaintain accurate and up-to-date lease records, including lease agreements, amendments, renewals, and tenant correspondenceTrack key lease dates and obligations (commencement, expiry, rent review, break options, renewal notices) and flag upcoming actions to management in advanceCoordinate tenant exits, including notice periods, final inspections, snagging and reinstatement requirements, and handback of unitsLiaise with the finance team on rent invoicing, service charge billing, security deposits, and arrears, and escalate overdue accounts as requiredMaintain the tenancy schedule, unit status and occupancy reports, and provide periodic updates to managementEnsure lease-related documentation, such as trade licenses, insurance certificates and security deposits, is valid and renewed on time