Operations Executive

We are seeking a proactive and highly organized Operations Executive to support our growing and dynamic team. This role is instrumental in ensuring the smooth execution of day-to-day operations, improving internal processes, maintaining operational schedules, and facilitating effective communication across departments and business verticals. The ideal candidate will be a strong multitasker, capable of handling both property management and administrative responsibilities with efficiency and professionalism.

Key Responsibilities

1. Property Operations & Maintenance

• Monitor property conditions and coordinate timely repairs, cleaning, and preventive maintenance.
• Liaise with vendors, contractors, and service providers to ensure quality standards and timely service delivery.
• Schedule and oversee property inspections, including move-in/move-out and routine assessments.

2. Tenant Relations

• Serve as the primary contact for tenant inquiries, complaints, and service requests.
• Facilitate tenant move-in orientations, move-out procedures, and related documentation.
• Resolve tenant disputes with professionalism and timeliness.

3. Leasing & Documentation

• Assist in preparing lease agreement renewals, and termination documentation.
• Ensure proper execution and secure storage of all leasing documents in compliance with legal and company standards.
• Monitor lease expirations and follow up on renewals or terminations accordingly.

4. Financial Coordination

• Support rent collection efforts, track delinquencies, and issue reminders or notices when necessary.
• Coordinate with the accounting team for invoice processing, service charges, and payment follow-ups.
• Assist in tracking property-related expenses and contribute to budget preparation.

5. Compliance & Reporting

• Ensure adherence to real estate regulations, health and safety standards, and internal policies.
• Maintain accurate property files and employee records (digital and physical).
• Prepare regular reports on occupancy, maintenance, financials, and key performance metrics.
• Manage administrative HR tasks such as contracts, employee letters, and personnel files.
• Maintain company legal documents (e.g., trade license, MOA, and related certificates).

6. General Operations Support

• Assist the Operations Manager in daily planning, coordination, and monitoring of operational activities.
• Track project milestones, manage schedules, and ensure timely task completion.
• Prepare reports, presentations, and internal documentation as required.
• Communicate with internal teams, vendors, and clients to streamline operations.
• Analyze performance data and suggest operational improvements.
• Coordinate and document meetings, including action item follow-ups.
• Support implementation of new systems, tools, and process enhancements.
• Perform administrative duties such as scheduling, filing, and inventory tracking.
• Monitor operational supplies and manage expenses efficiently.