Property Officer

Role DescriptionA Property Officer provides professional administrative, operational, and property-management support for residential, commercial, industrial, or mixed-use properties. The role is responsible for assisting with tenancy administration, property inspections, maintenance coordination, lease documentation, rental and service-charge monitoring, contractor coordination, facilities support, compliance, and tenant communication. The Property Officer works closely with property managers, landlords, tenants, contractors, suppliers, agents, consultants, and internal departments to ensure properties are well maintained, efficiently operated, compliant with applicable requirements, and managed to a high professional standard.Key ResponsibilitiesProvide day-to-day administrative and operational support for assigned properties.Assist with the management and administration of residential, commercial, industrial, and mixed-use properties.Maintain accurate property records, tenant information, lease agreements, contracts, correspondence, inspection reports, and property documentation.Coordinate tenant onboarding, move-ins, move-outs, renewals, transfers, handovers, and other tenancy-related activities.Communicate professionally with tenants, landlords, property owners, agents, contractors, suppliers, and internal teams.Respond to tenant enquiries regarding maintenance, access, rental matters, facilities, services, and general property issues.Assist with lease administration, including preparing renewal documents, tenancy correspondence, notices, amendments, and related records.Monitor lease expiry dates, renewal schedules, deposits, tenancy terms, notices, and contractual requirements.Monitor rental payments, outstanding balances, security deposits, service charges, utilities, and other property-related financial matters.Coordinate with Finance teams regarding rental collections, invoices, deposits, refunds, service charges, and property expenses.Assist with preparing property budgets, operating-cost reports, expenditure summaries, and management reports.Coordinate maintenance requests, repairs, inspections, servicing, and corrective works.Receive, record, prioritize, and follow up on tenant maintenance requests and complaints.Coordinate with contractors, technicians, maintenance companies, cleaning companies, security providers, landscapers, pest-control providers, and other service suppliers.Obtain quotations, arrange work schedules, monitor contractor attendance, and follow up on outstanding maintenance activities.Conduct or coordinate regular property inspections to assess building condition, cleanliness, safety, maintenance requirements, and tenant compliance.Identify defects, damage, unauthorized alterations, safety concerns, and maintenance issues and report them to the appropriate parties.Prepare inspection reports, property-condition reports, maintenance reports, incident reports, and handover documentation.Monitor preventive-maintenance schedules for building systems, facilities, equipment, and common areas.Coordinate servicing and maintenance of HVAC, electrical, plumbing, fire-protection, lift, security, generator, and other building systems where applicable.Monitor the cleanliness, security, landscaping, waste management, parking facilities, common areas, and shared facilities.Coordinate access arrangements for contractors, technicians, inspectors, tenants, visitors, and authorized personnel.Maintain records of keys, access cards, parking permits, security passes, and other property-access systems.Assist with emergency response for incidents such as water leaks, power failures, equipment breakdowns, security incidents, fire alarms, and other property emergencies.Coordinate with building management, emergency services, security personnel, utility providers, and contractors when required.Assist with ensuring properties comply with applicable building, fire-safety, health and safety, environmental, tenancy, and regulatory requirements.Maintain records of permits, licenses, inspection certificates, insurance documents, warranties, service agreements, and compliance documentation.Support regulatory inspections, property audits, insurance inspections, safety checks, and compliance reviews.Monitor contractor and service-provider performance against agreed service levels, contracts, and quality requirements.Assist with contractor selection, quotation comparisons, service agreements, purchase orders, and work orders.Review contractor invoices and supporting documents and coordinate with Finance for payment processing.Monitor utility consumption, property expenses, maintenance costs, and operating expenditures.Identify opportunities to improve operational efficiency, cost control, property performance, and tenant satisfaction.Assist with property improvement, refurbishment, renovation, fit-out, repair, and upgrading projects.Coordinate with contractors, consultants, architects, engineers, and project teams during property improvement works.Monitor project progress, work quality, schedules, costs, and completion requirements.Assist with property handover procedures for newly completed, renovated, or refurbished spaces.Maintain accurate records of property assets, furniture, fixtures, equipment, appliances, and building inventory.Assist with property market research, rental comparisons, occupancy analysis, property valuations, and performance reporting where required.Monitor property occupancy, vacancies, tenant turnover, lease expiries, and property utilization.Assist with property marketing and leasing activities, including listing coordination, tenant enquiries, property viewings, and agent communication.Coordinate property viewings and provide prospective tenants with relevant property information.Maintain professional relationships with landlords, tenants, property agents, contractors, suppliers, consultants, and service providers.Prepare property reports, occupancy reports, maintenance summaries, tenant reports, expenditure reports, and management presentations.Use property-management systems, facilities-management platforms, CRM systems, accounting software, Microsoft Office, digital inspection systems, and document-management tools.Utilize digital property-management platforms, smart-building systems, automated maintenance systems, property analytics, IoT monitoring, and AI-assisted property-management tools where appropriate.Support sustainability initiatives involving energy efficiency, water conservation, waste reduction, building efficiency, and environmentally responsible property operations.Maintain confidentiality of tenant information, landlord information, rental data, financial records, access information, contracts, and other sensitive property information.Provide professional, timely, and customer-focused support to tenants, landlords, contractors, suppliers, visitors, and internal stakeholders.Perform other property-management, facilities, administrative, operational, and coordination duties as assigned.QualificationsDiploma or Bachelor's degree in Property Management, Real Estate, Facilities Management, Building Management, Business Administration, or a related field.Previous experience in property management, facilities management, real estate administration, building operations, tenancy administration, or a similar role is preferred.Good understanding of property operations, tenancy administration, lease management, maintenance coordination, and facilities management.Knowledge of residential, commercial, industrial, or mixed-use property management is advantageous.Strong organizational, administrative, coordination, and time-management skills.Excellent attention to detail when handling tenancy records, leases, contracts, maintenance documentation, invoices, and compliance records.Strong written and verbal communication skills.Excellent interpersonal, customer-service, and relationship-management skills.Ability to communicate effectively with tenants, landlords, contractors, suppliers, agents, consultants, and internal departments.Strong problem-solving and decision-making abilities.Good understanding of building maintenance, property inspections, facilities services, contractors, and basic building systems.Familiarity with property-management software, facilities-management systems, CRM platforms, accounting systems, and digital maintenance systems is beneficial.Proficiency in Microsoft Office, particularly Excel, spreadsheets, reporting, and document management.Understanding of applicable tenancy regulations, property laws, building requirements, health and safety standards, fire-safety requirements, and compliance procedures is advantageous.Strong ability to manage multiple properties, tenants, maintenance requests, contractors, deadlines, and administrative responsibilities.Experience with rental monitoring, service charges, budgeting, contractor invoices, and property-related financial administration is beneficial.Familiarity with smart-building technology, IoT systems, digital property platforms, automation, property analytics, and AI-assisted property-management tools is advantageous.Ability to conduct property inspections and identify maintenance, safety, cleanliness, and operational issues.Ability to work independently while collaborating effectively with property managers, landlords, tenants, contractors, suppliers, and management.Willingness to attend property inspections, meetings, emergency situations, and site visits outside normal working hours when required.Relevant qualifications or certifications in property management, facilities management, real estate, or building management are advantageous.Reliable, proactive, professional, adaptable, detail-oriented, and highly organized.Strong commitment to property quality, tenant satisfaction, operational efficiency, regulatory compliance, safety, cost control, and professional property-management excellence.