Administration jobs in Singapore

The Role

The role has accountabilities working within IHH Healthcare Singapore to ensure that all the aspects of the Real Estate function such as managing and administering leases and property tax-related matters are well-managed. We envision the individual to support the Real Estate Manager to:

1. Work with internal and external stakeholders to formulate, align and drive Real Estate strategy and policies which reflect the company culture and needs.
2. Support on all onsite lease renewal and new lease requirements under IHH Singapore, including retail tenant sourcing, lease preparation, tenant's requests and property tax related matters.
3. Support on all their offsite leases renewal and new lease requirements under IHH Singapore, including medical/industrial/office space sourcing, review of lease agreements, tenants' requests and property tax related matters.
4. Handle tenancy management matters, including working closely with internal stakeholders, incoming/outgoing tenants on smooth handover and/or inventory taking of premises as well as resolving non-compliances and complaints raised on their unit(s).
5. Support & Administration of Real Estate and Lease Management Software System.
6. Liaise with internal depts for the annual information requested by IRAS and collate for discussion and clearance by Tax Dept & Finance Dept for any property tax related matters regarding 4 hospitals and carparks.
7. Update tenancy schedule, track lease data, administer the renewals/new leases and monitor the lease renewal process/expiry status.
8. Assist in preparing, tracking & monitoring annual ROU budget plan for all the expiring and/or new offsite leases.
9. Assist in preparation of monthly Real Estate Management reports and submission of quarterly compliance reports.
10. Instil a culture of Continuous Learning and Development.
11. Support any other ad hoc assignments from Manager, Real Estate and VP & Head, CRES.

Key accountabilities

(1) On-site Lease Management & Administration

• Custodian for CoC-Compliant Lease Templates for Hospital Retail and Medical Suite Leases (whole unit/shared premises/sessional) - Support in constant template reviews and updates, where applicable.
• Lease Administration & Support – support in timely lease preparations and administration in line with the leasing and/or company policies.
• Support in Retail Market Research & Analysis – Source for potential retail tenants, collect data on retail market trends, rental rates and conduct due diligence checks.

(2) Off-site Lease Management & Administration

• Custodian for CoC-Compliant Lease Templates for on-site 3rd Party Landlords – Support in constant template reviews and updates, where applicable.
• On-Site 3rd Party Landlord Lease Administration & Tenancy Coordination – Support in timely lease preparations as well as daily leasing operations, documentation, and Landlord’s queries.
• Off-Site 3rd Party Landlord Lease Administration & Tenancy Coordination – Support in new leases and/or timely lease renewals as well as daily leasing operations, documentation, and Landlord’s queries.
• Support in Offsite Sites Market Research & Analysis – Source for potential sites, collect data to track medical market trends, rental rates and conduct due diligence checks.

(3) Property Tax Matters

• Assist Real Estate Manager and/or Assistant Manager on matters in relation to property tax for IHHSG properties and/or external Landlords’ claim for additional property tax payable and/or IRAS’s queries on stamp duty & property tax.

(4) Market Research, Report Management & Compliance Tracking

• To keep abreast market insights, industry best practices and changes for preparation of reports and policy/risks update review.
• Regular Management Updates on lease status.
• Quarterly compliance tracking on onsite leases for all the 4 Hospitals.

Qualifications & Experience

1. A bachelor's degree in Business, Real Estate, Facilities Management, or other business-related discipline is preferred.

2. Minimum 4 - 6 years of relevant experience in leasing administration and management.

3. Well versed in leasing negotiations & administration and possess good understanding of lease agreements and CoC Guidelines.

4. Experience in MCST management, property tax and having a good working knowledge of BMSMA is good advantage.