Manager – Residential Housing Society

Job Description

Manager – Residential Housing Society

Location: Chandivali, Powai, Mumbai, Maharashtra

Type: Full-time

Society Size: Approximately 70 residential flats

Reporting to: Managing Committee / Treasurer/ Secretary of the Society

1. Position Summary

The Society Manager will be responsible for the day-to-day administration, operations, maintenance coordination, resident services and vendor management of the residential housing society. The Manager will act as the principal point of coordination between residents, the Managing Committee, staff, contractors, government/local authorities and service providers.

The role requires a hands-on, responsible and service-oriented individual who can independently manage routine society operations while keeping the Managing Committee appropriately informed of important matters.

2. Key Responsibilities

A. Society Administration

• Manage the day-to-day functioning of the Society in accordance with decisions and directions of the Managing Committee.
• Maintain society records, registers, correspondence, agreements, warranties, service contracts and other documents.
• Handle routine correspondence with members, vendors, contractors and government/local authorities.
• Prepare notices, circulars and communications to residents as instructed by the Managing Committee.
• Maintain records of complaints, maintenance issues, repairs and actions taken.
• Coordinate meetings of the Managing Committee and assist the Secretary in preparing agendas, papers and minutes, as required.
• Assist in preparation and conduct of the Annual General Meeting and other society meetings.

B. Building Maintenance and Facilities

• Supervise day-to-day maintenance of the building, common areas and society facilities.
• Ensure cleanliness and upkeep of the lobby, corridors, staircase, terrace, parking areas, garden and other common areas.
• Monitor elevators/lifts, pumps, water systems, electrical systems, fire-fighting equipment, CCTV, access-control systems and other common facilities.
• Coordinate preventive maintenance and periodic inspections.
• Identify maintenance issues proactively and arrange repairs after obtaining necessary approvals.
• Maintain a schedule for renewal of licences, Annual Maintenance Contracts (AMCs), inspections and statutory compliances.
• Escalate major technical or structural issues to the Managing Committee and appropriate professionals.

C. Staff Supervision

• Supervise security guards, housekeeping personnel, maintenance workers and other society staff.
• Prepare/monitor duty rosters, attendance and leave arrangements.
• Ensure staff follow appropriate procedures relating to security, cleanliness, visitor management and resident services.
• Monitor staff performance and recommend corrective action where necessary.
• Coordinate with security agencies and housekeeping/maintenance contractors.

D. Vendor and Contractor Management

• Obtain quotations from vendors/contractors when required and place them before the Managing Committee for approval.
• Coordinate execution of approved repair and maintenance work.
• Monitor quality, timelines and completion of work.
• Verify bills against work completed and submit them for approval/payment.
• Maintain records of AMC contracts, quotations, work orders, invoices and vendor performance.
• Ensure contractors comply with applicable safety and Society requirements.

E. Financial and Billing Support

• Assist the Society's accountant/Managing Committee in collection and follow-up of maintenance charges and other dues.
• Maintain records of member payments and outstanding amounts, where applicable.
• Coordinate with the Society's accountant for preparation and distribution of maintenance bills.
• Verify routine expenses and supporting documents before submission for payment approval.
• Maintain petty cash records, if applicable.
• Assist with preparation of budgets and estimates for routine maintenance and major repairs.

F. Resident Services

• Serve as the first point of contact for residents for routine society-related matters.
• Register and track complaints and ensure timely resolution.
• Coordinate access for contractors, delivery personnel and service providers as per Society procedures.
• Facilitate move-in/move-out and renovation-related procedures.
• Communicate planned maintenance interruptions, repairs and other important information to residents.
• Handle resident interactions courteously and professionally while maintaining appropriate boundaries.

G. Security and Safety

• Monitor the functioning of security arrangements and visitor management.
• Ensure security staff maintain appropriate registers and follow Society security protocols.
• Monitor CCTV and access-control systems and report deficiencies.
• Coordinate emergency response for incidents such as water leakage, electrical failure, lift breakdown, fire, flooding or other building emergencies.
• Ensure fire safety equipment and emergency systems are periodically inspected and maintained.
• Maintain emergency contact information for key vendors, authorities and service providers.

H. Statutory and Regulatory Compliance

• Maintain a compliance calendar for Society-related statutory requirements.
• Coordinate with professionals, consultants and authorities for required filings, inspections, permissions and renewals.
• Ensure records relating to statutory inspections, licences, certificates and approvals are properly maintained.
• Immediately bring any potential compliance issue to the attention of the Managing Committee.

3. Authority and Accountability

The Manager will have authority to coordinate, supervise and administer routine operations within the policies and limits approved by the Managing Committee.

The Manager shall not, without appropriate approval:

• Enter into contracts or commitments on behalf of the Society.
• Approve major expenditure.
• Appoint or terminate vendors or employees where Managing Committee approval is required.
• Undertake major repairs or capital expenditure.
• Make representations involving legal or financial commitments on behalf of the Society.

The Manager will be accountable for ensuring that approved decisions are implemented effectively and that significant operational issues are promptly escalated.

4. Qualifications and Experience

Essential:

• Undergraduate/Graduate in any discipline; candidates with qualifications in facility management, administration, commerce or related fields will be preferred.
• 5–10 years of relevant experience, preferably in residential society management, facility management, building management, hotels, commercial properties or a similar environment.
• Good working knowledge of basic computer operations.
• Ability to maintain records, prepare reports and communicate through email and messaging applications.
• Reasonable command of English and Hindi; knowledge of Marathi will be an advantage.

Preferred:

• Experience in managing a residential cooperative housing society in Mumbai.
• Knowledge of Maharashtra cooperative housing society procedures and routine statutory requirements.
• Experience in handling contractors, security agencies and housekeeping agencies.
• Basic understanding of building services, maintenance and facilities management.
• Experience in handling residents and resolving complaints diplomatically.

5. Key Competencies

The ideal candidate should demonstrate:

• Integrity and trustworthiness
• Strong administrative and organisational skills
• Ability to work independently
• Good communication and interpersonal skills
• Problem-solving ability
• Vendor and contractor management skills
• Basic financial discipline
• Attention to detail and record-keeping
• Ability to handle difficult residents or situations calmly
• Sense of ownership and responsibility
• Ability to respond appropriately to emergencies
• Professional and courteous approach to residents and staff

6. Performance Measures

Performance will be assessed broadly on:

• Timely resolution and tracking of resident complaints
• Cleanliness and upkeep of common areas
• Effective supervision of society staff
• Preventive maintenance and reduction of recurring breakdowns
• Timely renewal of AMCs, licences and other compliances
• Quality and cost-effectiveness of vendor management
• Proper maintenance of Society records
• Timely implementation of Managing Committee decisions
• Effective communication with residents
• Control over avoidable maintenance costs
• Responsiveness during emergencies
• Overall satisfaction of the Managing Committee and residents

7. Working Arrangements

The Manager will ordinarily work during the Society's designated working hours and will be required to be reasonably accessible for genuine building emergencies outside normal working hours.

The position involves regular movement around the premises and interaction with residents, staff, contractors and service providers.

8. Reporting

The Manager will report administratively to the Secretary/Managing Committee of the Society and will provide periodic updates on:

• Maintenance and repairs
• Complaints and pending issues
• Staff attendance and performance
• Vendor/contractor activities
• Expenditure and pending bills
• Compliance matters
• Major risks or incidents
• Matters requiring Managing Committee decisions

9. Personal Attributes

The Society is looking for a mature, dependable and hands-on professional who can take responsibility for the smooth functioning of the property without requiring constant supervision, while recognising that important decisions remain with the Managing Committee.

The Manager should be capable of balancing resident service with disciplined administration, cost consciousness, compliance and the interests of the Society as a whole.