Senior Executive, Property Administration

About Us The Methodist Church in Singapore (MCS) is a connectional church comprising the General Conference, three Annual Conferences, local churches, and various agencies and organisations. The General Conference (GC) provides leadership in areas including governance, policy and the oversight of its ministries and agencies. We are looking for a committed and proactive property administration professional to join our Property Administration team. The role supports the administration of a diverse portfolio of office, commercial, residential and ministry properties, with responsibility for tenancy and lease records, property documentation, insurance administration, financial verification, governance submissions and stakeholder coordination. The Senior Executive will work closely with churches, tenants, internal departments, consultants, managing agents, contractors and government agencies to ensure that property matters are properly documented, monitored and followed through in accordance with organisational requirements. Key Responsibilities 1. Property & Tenancy Administration • Maintain and update records relating to properties, leases, licences, tenancy agreements, side letters, land lease renewals and related correspondence. • Monitor lease expiry dates, option periods, rental review dates, insurance requirements, renewal milestones and other property-related deadlines. • Prepare and coordinate routine tenancy and occupancy documentation, including renewal letters, agreements, side letters, handover records and inspection checklists. • Coordinate with churches, tenants, government agencies, legal advisers, valuers, managing agents, consultants and other stakeholders on property administration matters. • Follow up on handover, reinstatement, access, defect and close-out matters, and maintain the required supporting records. 2. Property Records & Document Management • Maintain complete, orderly and retrievable records for title deeds, leases, licences, valuation reports, insurance policies, building plans, approvals and property correspondence. • Support title deed verification, document reconciliation and records rectification exercises. • Maintain digital property records and document repositories, including Microsoft 365 and SharePoint folders, in accordance with approved filing conventions and access requirements. • Check documents for completeness, accuracy, signatures, approval status and consistency before filing or onward submission. 3. Governance & Committee Support • Assist in preparing property papers, reports, submissions and supporting schedules for management and relevant committees or governing bodies. • Compile background information, financial data, quotations, correspondence and other supporting documents for review and approval. • Prepare meeting materials, minutes and follow-up action lists when assigned. • Track approved decisions, conditions of approval and outstanding actions through to closure. 4. Project Operations & Contract Administration • Coordinate routine repair, maintenance, inspection and facility-related requests with users, contractors, managing agents and service providers. • Obtain and organise quotations, scopes of work, service reports and completion documents for review. • Monitor service contracts, work orders and vendor deliverables, and escalate delays or discrepancies to the supervisor. • Support insurance administration, including policy schedules, renewals, endorsements, incident records and claims documentation. • Assist with procurement documentation, purchase requisitions and invoice processing in accordance with approved procedures. 5. Financial & Management Reporting Support • Assist in monitoring rental billings, arrears, deposits and property-related expenditure, and highlight exceptions for follow-up. • Verify invoices, quotations, calculations and supporting documents against approved scope, contract terms and available records. • Compile information for budgeting, periodic reporting, audit queries and property portfolio reviews. • Prepare clear summaries, comparison tables and status reports for management review. 6. Stakeholder Service & Correspondence • Act as an administrative point of contact for routine property enquiries from churches, tenants, internal departments and external service providers. • Draft clear and professional correspondence, follow-up notes and status updates for review. • Coordinate meetings, inspections and document execution, and follow up on agreed actions. • Maintain confidentiality and exercise appropriate care when handling legal, financial, tenancy and governance documents. • Experience managing maintenance, renovation, A&A, defect inspection/rectification works and upgrading projects. Requirements • Diploma or Degree in Property Management, Real Estate, Facilities Management, Building Management, Business Administration or a related discipline. • At least 3 years of relevant experience in property administration, tenancy administration, facilities management, contract administration or a related field. • Experience in a church, charity, public institution or other governance-based environment will be an advantage. • Good understanding of property, lease, tenancy, contract and records administration. • Experience in preparing reports, approval papers, schedules and property-related correspondence. • Ability to check agreements, quotations, invoices, calculations and supporting documents accurately. • Strong organisational skills with the ability to monitor deadlines, manage competing priorities and follow through on outstanding actions. • Good written, interpersonal and stakeholder coordination skills. • Able to work independently while escalating policy, legal, financial or complex matters appropriately. • Proficient in Microsoft Office applications. Experience with Microsoft 365, SharePoint or an electronic records management system will be an advantage…