Job Summary
The Senior Administration Executive will be responsible for overseeing the day-to-day administrative operations of the residential society, ensuring smooth functioning of facilities, vendor management, security coordination, statutory compliance, resident support, and administrative documentation. The role requires excellent organizational, communication, and problem-solving skills to maintain high standards of community management.
Key Responsibilities Administration & Operations
- Manage the daily administrative operations of the residential society.
- Ensure smooth functioning of common facilities and infrastructure.
- Monitor housekeeping, security, horticulture, pest control, and maintenance services.
- Conduct regular inspections of common areas and ensure timely corrective actions.
- Maintain cleanliness, safety, and operational standards across the premises.
Vendor & Contract Management
- Coordinate with vendors, contractors, and service providers.
- Monitor vendor performance and adherence to Service Level Agreements (SLAs).
- Verify work completion and process vendor bills for approval.
- Assist in vendor selection, negotiations, and annual contract renewals.
Security & Safety
- Coordinate with security agencies for effective deployment of manpower.
- Monitor visitor management systems and access control procedures.
- Ensure compliance with fire safety norms and emergency response protocols.
- Coordinate emergency drills and incident reporting.
Resident Relations
- Address resident queries and grievances promptly.
- Coordinate with the Resident Welfare Association (RWA)/Managing Committee.
- Facilitate smooth communication between residents, management, and service providers.
- Maintain high levels of resident satisfaction through timely issue resolution.
Maintenance Coordination
- Coordinate preventive and breakdown maintenance activities.
- Track AMC schedules for lifts, DG sets, STP, WTP, firefighting systems, and other utilities.
- Ensure timely completion of maintenance activities.
Documentation & Compliance
- Maintain society records, contracts, licenses, and statutory documents.
- Ensure compliance with local municipal regulations and society by-laws.
- Prepare monthly administrative and maintenance reports.
- Maintain asset registers and inventory records.
Financial & Administrative Support
- Verify invoices and maintain expense records.
- Assist in budgeting and cost control initiatives.
- Monitor consumption of administrative supplies and utilities.
- Ensure optimum utilization of resources.
Team Management
- Supervise housekeeping, security, maintenance support staff, and administrative personnel.
- Allocate duties and monitor team performance.
- Conduct regular meetings with support staff and vendors.
- Ensure discipline and adherence to society policies.
Required Qualifications
- Bachelor's Degree in Business Administration, Commerce, Management, or a related discipline.
- Diploma in Facility Management or Administration will be an added advantage.
Required Experience
- 5–8 years of experience in Residential Society Administration, Facility Management, Property Management, Hospitality, or Corporate Administration.
- Experience managing vendors, security, and facility operations is preferred.
Required Skills
- Strong administrative and organizational skills.
- Vendor and contract management.
- Facility and property management knowledge.
- Excellent communication and interpersonal skills.
- Conflict resolution and resident relationship management.
- Budget monitoring and cost control.
- Proficiency in MS Office (Excel, Word, Outlook).
- Report preparation and documentation.
- Knowledge of statutory compliance and safety regulations.
- Leadership and team management.
Key Competencies
- Leadership
- Problem Solving
- Decision Making
- Customer Service Orientation
- Time Management
- Negotiation Skills
- Attention to Detail
- Integrity and Accountability
Preferred Industry Experience
- Residential Societies
- Gated Communities
- Apartment Complexes
- Facility Management Companies
- Real Estate Developers
- Hospitality Industry
Reporting To
Society Manager / Estate Manager / Managing Committee / General Manager – Operations
Key Performance Indicators (KPIs)
- Resident satisfaction and grievance resolution.
- Vendor performance and SLA compliance.
- Facility uptime and maintenance efficiency.
- Compliance with statutory and safety requirements.
- Budget adherence and cost optimization.
- Timely completion of maintenance and administrative activities.
- Quality of documentation and reporting.
- Housekeeping and security performance standards.
Pay: ₹30,000.00 - ₹35,000.00 per month
Benefits:
- Paid sick time
- Paid time off
Work Location: In person
