Property Administration Manager
Job Purpose
We're looking for an experienced Property Administration Manager to lead tenancy documentation, landlord negotiations and retail leasing administration across our store network.
If you have a strong background in tenancy agreements, commercial leasing and stakeholder coordination, and enjoy bringing structure, compliance and clarity to complex property matters — we'd love to hear from you.
What You Will Do
- Oversee and manage all administrative mattersrelating to new site acquisition, expansion, relocation and renewalof retail stores, ensuring timely, accurate and compliant tenancy documentation.
- Lead and conduct negotiations on tenancy agreements with landlords and external parties, including commercial and contractual terms aligned with the Company's business, legal and operational requirements.
- Prepare, review and coordinate tenancy agreements, letters of offer, side letters and related legal or commercial correspondence.
- Act as the key subject‑matter expert for reviewing tenancy agreements and legal documents, ensuring consistency with company standards, approved commercial terms and risk requirements.
- Supervise and coordinate documentation requisition, execution and tracking for new and existing sites, including close follow‑up with landlords, solicitors and external parties to ensure timely closure.
- Provide guidance, coaching and support to the team on tenancy documentation standards, administrative processes and internal approval workflows, ensuring compliance with policies, procedures and timelines.
- Manage all incoming and outgoing correspondence relating to property matters, including legal letters, emails and official communications, ensuring proper record‑keeping within the tenancy management system.
- Work closely with internal stakeholders (Legal, Finance, Operations and Business Development) to resolve documentation, legal or administrative issues arising from tenancy matters.
- Maintain accurate tenancy documentation databases, reporting dashboards and trackers, and support ad‑hoc projects or assignments as required.
- Drive continuous improvement by developing, standardising and enhancing templates, checklists and SOPs for tenancy documentation and property administration processes.
What You Will Need
- Diploma or Degree in Property Management, Real Estate, Business Administration, Management or a related discipline.
- Minimum 8 years relevant experience in property administration, leasing administration or a similar role, preferably within the retail industry.
- Strong hands‑on experience in reviewing tenancy agreements, letters of offer and legal correspondence, with a solid understanding of commercial leasing terms.
- Excellent command of written and spoken English and Bahasa Malaysia; Mandarin is an added advantage.
- Strong organisational, analytical and problem‑solving skills, with the ability to manage multiple priorities and meet tight deadlines.
- Proven ability to work independently while leading, guiding and supporting a team.
- Proficient in Microsoft Office (Word, Excel, PowerPoint) and familiar with tenancy management systems.
- Possess own transport and willing to travel when required.
