JOB DESCRIPTION
Property Manager – Operations
Role Purpose: To lead end-to-end property operations, facilities management, technical services, society administration, statutory compliance, vendor management and stakeholder engagement for commercial and residential properties, ensuring safe, efficient, compliant and customer-focused service delivery. 1. Key Skills & Operations Responsibilities Manage Operations & Maintenance of commercial and residential towers of approximately 2.5 to 4 lakh sq. ft., including critical site operations and infrastructure. Coordinate with multiple vendors and ensure adherence to contractual SLAs, KPIs, quality standards and service specifications. Drive and participate in improvement projects, process optimization and operational excellence initiatives. Manage site teams round the clock, including manpower planning, deployment, supervision, training and performance management. Own project handovers, HSE compliance, contract management, manpower management and training. Lead Operations & Maintenance of technical equipment including HT/LT Panels, HVAC, DG Sets, Switch Rooms, Server Rooms and Lighting Systems. Implement a “Safety First” culture, 5S, Lean processes, energy monitoring/auditing and MIS/MMR reporting. Implement and support ISO 50001, Green Building projects and applicable sustainability policies. Manage vendor contracts for utility services, AMCs and other operational requirements. Ensure timely processing of bills and pay-outs related to areas of responsibility in accordance with approved controls. 2. Property Management & Society Administration Verify and follow up with the Developer on pending account reconciliation and settlement; coordinate with auditors for builder-related follow-ups. Scrutinize and update original documents received from the builder and coordinate Society Registration and Hand Over/Take Over (HOTO) between Society and builder. Scrutinize Property Tax assessment documents to ensure correct assessment and payment to MCGM, including floor-rise, parking and common-area calculations. Scrutinize Non-Agricultural (NA) Tax and ensure timely payment to the relevant revenue authorities. Prepare budgets based on regular maintenance costs, sinking fund, repairs fund and property tax, with detailed expense break-ups as per Society Byelaws and AGM/SGM resolutions. Maintain billing structure, billing cycle and bill formats in accordance with Byelaws and in coordination with office bearers. Manage regular member invoicing, timely collections and accounting/reconciliation of RTGS/NEFT payments. Coordinate printing and maintenance of letterheads, vouchers, share certificates, office files, statutory registers, car parking stickers and other Society stationery. Create and maintain an accurate member database and document repository covering builder agreements, subsequent sale agreements, possession letters, parking allotment letters, contact details, tenant agreements and tenant details. Call and coordinate Special General Body Meetings (SGMs) for budget approval, maintenance structure, rules and regulations, development charges and other applicable special charges; prepare minutes and circulate them for approval. Facilitate Society elections as per Byelaws and statutory requirements and ensure filing of necessary returns with the Deputy Registrar. Assist with statutory fire audits and follow up on observations and corrective actions. Ensure timely payment and record maintenance for statutory requirements relating to DG Sets, Electrical Inspector, Lift Inspector and other applicable authorities. Ensure Life Licences, Property Tax, Water Tax and Electricity bills are maintained in the Society’s name and kept current. Manage membership documentation, including verification of title/ownership documents; coordinate with Society advocate and CA for legal opinions where required; process issuance/change of share certificates as per Byelaws. Scrutinize members’ bank-loan applications and arrange necessary NOCs approved by the Managing Committee; maintain complete records of bank-loan cases and related legal transactions. Maintain statutory registers including AGM/SGM Register, MCM Register, I-Register, J-Register, Share Register, Share Transfer Register, Nomination Register and Mortgage/Lien Register. Maintain the online database with the Deputy Registrar, Government of Maharashtra, and submit mandatory returns prescribed under applicable Society laws/Byelaws. 3. Financial, Tax & Compliance Management Coordinate with auditors for annual Income Tax return preparation, computation of income, applicable adjustments, tax payments and filing. Coordinate GST compliance, including computation of input credit and tax liability, payment of GST and submission of returns, where applicable. Maintain Professional Tax payments, records and accounting, where applicable. Coordinate quarterly and statutory TDS compliance, including vendor TDS remittance and issuance of TDS certificates. Maintain complete insurance documentation for the building and assets, including Fire & Special Perils, Machinery Breakdown, Electronic Equipment and Burglary policies as approved by the Managing Committee. Coordinate with the Society Auditor for timely finalization of accounts and ensure audit observations are rectified in coordination with the Managing Committee and with written approval. Prepare vendor cheques following the prescribed approval process, including statutory liabilities. Deposit member cheques and ensure proper accounting, reconciliation and record maintenance. 4. Administration & Stakeholder Management Manage day-to-day Society administration, including issuance of NOCs for sale, rental, bank loans, passport and other requirements as permitted under the Byelaws. Ensure all services are performed in accordance with approved service specifications and quality standards. Ensure staff quality through effective supervision, appraisal, coaching, training and development to maximize contribution. Manage critical relationships with clients, occupants, Society office bearers, members, tenants, vendors and key stakeholders. Manage budgets efficiently and identify cost-saving opportunities without compromising safety, compliance or quality of service. Proactively coordinate and liaise with local municipal authorities, Deputy Registrar and other statutory authorities for smooth Society operations. Ensure all deliverables are submitted accurately and within agreed timelines. Circulate information to occupants concerning management issues, Society affairs, administration, invoicing and payments for timely action. Handle flat member, tenant and other stakeholder queries through effective verbal and written communication. Formulate strategic directions for effective management of Society affairs. Establish suitable business controls and administer policies, processes and procedures. Monitor SLAs and KPIs to ensure effective service delivery. Review and support sanctioning of annual business plans. Prepare and present the Monthly Management Report (MMR) to the Client. Demonstrate strong leadership for smooth administration and operational continuity of societies. Maintain effective written and oral communication across all levels. Coordinate, cooperate and collaborate with Society Managers, Admin Executives and agency teams across multiple sites to ensure smooth and effective service delivery while promoting a positive work culture. Note: This Job Description describes the principal responsibilities of the role and may be amended based on business requirements, site conditions, statutory changes and organizational needs.
Pay: ₹40,000.00 - ₹50,000.00 per month
Work Location: In person
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