Description
The Property Management Executive provides day-to-day coordination and administrative support across managed properties. This role works closely with on-site Property Managers/Facility Managers to ensure timely communication, accurate reporting, smooth issue escalation, and proper documentation for handovers, takeovers, and inventories. The role also supports landlord and tenant communications, tracks job cards, and verifies snag lists to maintain service standards.
Responsibilities
Coordination and Operations Support
- Coordinate with on-site Property Managers/Facility Managers to monitor daily operations and service delivery.
- Track maintenance requests and ensure job cards are raised, assigned, followed up, and closed within agreed timelines.
- Escalate job cards and unresolved issues to the relevant internal team or vendors, and provide regular status updates.
- Follow up on contractor appointments, access arrangements, and completion confirmations.
Landlord and Tenant Communication
- Serve as a key point of contact for landlords and tenants for updates, approvals, and routine queries.
- Draft and send professional email communications, notices, and updates on maintenance and property matters.
- Maintain clear records of correspondence, approvals, and resolutions.
Reporting and Administration
- Prepare weekly/monthly property reports (job card status, outstanding issues, service performance, and key risks).
- Compile team updates for internal meetings and management reviews.
- Maintain property files (digital and physical) including leases, correspondence, vendor records, and reports.
- Ensure documentation is complete, accurate, and properly stored.
Snag List and Quality Verification
- Coordinate snag list creation and verification with on-site teams after fit-outs, maintenance works, or new acquisitions.
- Confirm snag items are resolved and properly signed off before handover or closure.
- Maintain snag trackers and communicate progress to stakeholders.
Handover/Takeover and Inventory Management
- Prepare handover and takeover documentation for new properties, tenant move-ins/outs, and landlord transitions.
- Coordinate inventory checks, condition reports, and key/remote access tracking.
- Support move-in/move-out processes by confirming utilities status, meter readings, photos, and sign-off documents.
Deliverables
- Job card turnaround time and closure rate.
- Accuracy and timeliness of reports and documentation.
- Responsiveness and quality of landlord/tenant communications.
- Snag resolution rate prior to handover.
- Compliance with internal filing and documentation standards.
Requirements
Required Skills and Competencies
- Strong coordination skills with excellent follow-up and attention to detail.
- Clear written communication (email etiquette and professional reporting).
- Ability to prioritize multiple tasks and manage deadlines.
- Strong documentation and record-keeping discipline.
- Basic understanding of property maintenance, facilities coordination, and service workflows.
- Professional client-handling skills and conflict management.
Qualifications and Experience
- Diploma or Bachelor’s degree in Real Estate, Facilities Management, Business Administration, or related field.
- 2+ years’ experience in property management administration, facilities coordination, or a similar role.
- Proficiency in MS Office (Word, Excel, Outlook); experience with property management systems is an advantage.