Scope of Work – Assistant Society Manager
- Society Administration
- Assist the Society Manager in day-to-day functioning of the housing society.
- Maintain records of members, tenants, flats, parking spaces, and other society assets.
- Maintain registers, files, correspondence, notices, and society documents.
- Assist in implementing decisions taken by the Managing Committee and General Body.
- Member & Resident Coordination
- Act as a point of contact for residents regarding routine society-related matters.
- Receive and record complaints/requests from members and follow up for resolution.
- Coordinate with residents regarding maintenance activities, repairs, inspections, and scheduled work.
- Assist in communication of society notices, circulars, and announcements.
- Maintenance & Facility Management
- Monitor housekeeping, security, lift, plumbing, electrical, water supply, pumps, fire-fighting systems, CCTV, and other common facilities.
- Conduct routine inspections of common areas and report deficiencies.
- Coordinate with contractors and service agencies for maintenance and repairs.
- Verify whether contracted services are being performed as per agreed scope.
- Maintain records of preventive maintenance and breakdowns.
- Vendor & Contractor Coordination
- Coordinate with plumbers, electricians, lift agencies, housekeeping agencies, security agencies, pest-control agencies, etc.
- Obtain quotations when instructed by the Society Manager/Managing Committee.
- Assist in comparison of quotations and preparation of recommendations.
- Monitor contractor attendance, work quality, and completion of assigned jobs.
- Maintain vendor contact details and service records.
- Financial & Billing Support
- Assist in preparation and distribution of maintenance bills.
- Follow up with members regarding outstanding maintenance dues.
- Maintain records of payments and outstanding amounts.
- Assist the Society Manager/accountant in preparing financial statements and reports.
- Verify bills/invoices from vendors against actual services received before forwarding them for approval/payment.
- Maintain petty-cash records, where applicable.
- Water, Electricity & Utility Management
- Monitor water tanks, pumps, water supply, electricity supply, DG backup, and common-area utilities.
- Record meter readings where required.
- Monitor abnormal consumption, leakage, equipment failure, or wastage.
- Coordinate with utility/service providers for complaints and repairs.
- Security & Safety
- Supervise the functioning of security personnel.
- Monitor visitor management and entry/exit procedures.
- Coordinate with security agency regarding deployment and attendance.
- Report security incidents to the Society Manager/Managing Committee.
- Assist in implementation of fire-safety and emergency procedures.
- Complaint & Grievance Management
- Maintain a complaint register or digital complaint-management system.
- Categorize complaints as electrical, plumbing, civil, housekeeping, security, etc.
- Assign complaints to the appropriate contractor/person.
- Track complaints until closure.
- Escalate unresolved or serious complaints to the Society Manager/Managing Committee.
- Society Meetings
- Assist in preparation for Managing Committee meetings.
- Prepare relevant documents, statements, quotations, and reports.
- Assist in recording action items and following up on decisions.
- Assist in arrangements for Annual General Meetings/Special General Meetings.
- Legal & Statutory Compliance Support
- Assist the Society Manager in maintaining statutory registers and records.
- Coordinate with auditors, consultants, advocates, government departments, and other authorities when instructed.
- Maintain records relating to society permissions, contracts, licenses, inspections, and compliance.
- Ensure important statutory documents are properly filed and readily accessible.
- Society Premises & Common Area Management
- Conduct regular inspection of lobbies, staircases, parking areas, terraces, gardens, corridors, and other common areas.
- Monitor cleanliness and unauthorized use of common areas.
- Report unauthorized alterations, encroachments, or misuse of society property.
- Assist in implementation of society rules regarding parking, common areas, pets, renovations, etc.
- Documentation & Reporting
- Prepare daily/weekly/monthly status reports as required.
- Maintain records of complaints, maintenance work, contractor visits, incidents, and inspections.
- Maintain an organized filing system for physical and digital documents.
- Prepare routine correspondence, notices, and circulars under the direction of the Society Manager.
- Emergency Response
- Coordinate initial response to emergencies such as water leakage, electrical failure, lift breakdown, fire alarm, flooding, security incidents, etc.
- Contact the appropriate emergency service/vendor.
- Inform the Society Manager/Managing Committee promptly.
- Maintain an incident record and follow up until resolution.
- Support to Society Manager
- Provide administrative and operational support to the Society Manager.
- Act on delegated responsibilities within the authority given by the Managing Committee.
- Follow up on pending matters and provide status updates.
- Perform other society-related duties assigned by the Society Manager/Managing Committee.
Pay: ₹20,000.00 - ₹25,000.00 per month
Benefits:
- Cell phone reimbursement
- Paid time off
Work Location: In person
