Job Description – Society Manager
Presidia Co-operative Housing Society Ltd.
Location: Pune
Society Size: 84 Flats
Position: Society Manager / Society Administration Manager
Reporting To: Managing Committee / Chairman / Secretary
About the Role
Presidia Co-operative Housing Society Ltd. is looking for an experienced, responsible and service-oriented Society Manager to manage the day-to-day administration, maintenance coordination and overall operations of the society.
The ideal candidate should be well-organised, proactive and capable of independently coordinating with residents, housekeeping and security staff, maintenance vendors, contractors and the Managing Committee.
Key Responsibilities
1. Society Administration
- Manage the day-to-day administrative activities of the society.
- Act as the primary point of contact for residents for routine society-related matters.
- Maintain proper records, registers, files and important society documents.
- Handle incoming correspondence, notices, complaints and communications.
- Prepare routine reports and updates for the Managing Committee.
- Maintain confidentiality of society and resident information.
2. Resident & Complaint Management
- Receive, record and coordinate resolution of resident complaints and service requests.
- Follow up with concerned vendors/staff and ensure timely closure of issues.
- Communicate society notices, maintenance-related updates and important information to residents.
- Maintain a professional, courteous and helpful relationship with residents.
3. Maintenance & Facility Management
- Coordinate daily maintenance activities of the society premises.
- Monitor common areas, lifts, pumps, water systems, electrical systems, fire-safety equipment, CCTV, access-control systems and other common facilities.
- Coordinate preventive maintenance and repair work with approved vendors.
- Ensure common areas are clean, functional and properly maintained.
- Monitor housekeeping, security and other outsourced services.
- Maintain a schedule for routine inspections and preventive maintenance.
4. Vendor & Contractor Management
- Coordinate with housekeeping, security, lift, electrical, plumbing, pest control, gardening and other service providers.
- Monitor vendor performance and ensure adherence to agreed scope of work.
- Obtain quotations when required and coordinate comparative statements for Committee review.
- Track vendor contracts, AMC/CMC agreements, renewal dates and service schedules.
- Verify completion of work before recommending bills for processing.
5. Financial & Billing Coordination
- Coordinate monthly maintenance billing and follow up on outstanding payments.
- Maintain records of maintenance collections and pending dues.
- Assist the Treasurer/Managing Committee with routine financial administration.
- Verify vendor invoices against work/services provided.
- Maintain records of petty cash and routine expenses, as authorised by the Committee.
- Ensure expenses are incurred only within the approved authority/process.
6. Compliance & Society Records
- Maintain statutory and society-related records as required under applicable Maharashtra Co-operative Housing Society rules.
- Coordinate with the Society's Chartered Accountant, auditor, legal advisor and other professional consultants when required.
- Maintain records relating to meetings, resolutions, notices, contracts, licenses, AMCs and statutory documents.
- Support the Managing Committee in preparing documentation for audits, inspections and statutory requirements.
- Ensure important renewal and compliance dates are tracked and brought to the Committee's attention in advance.
7. Staff Management
- Supervise society employees and outsourced personnel such as security guards, housekeeping staff, gardeners and maintenance personnel.
- Monitor attendance, punctuality, discipline and performance.
- Prepare duty schedules and ensure adequate staffing.
- Escalate staff-related issues to the Managing Committee where necessary.
8. Safety & Emergency Management
- Ensure basic emergency procedures are documented and communicated.
- Coordinate emergency response for incidents such as water leakage, electrical failure, lift breakdown, fire-related incidents or other urgent maintenance issues.
- Ensure fire-safety systems, emergency equipment and other critical infrastructure are regularly inspected and maintained.
- Maintain emergency contact details for key vendors and service providers.
9. Society Meetings & Communication
- Assist the Secretary/Managing Committee in preparing meeting agendas, notices and supporting documents.
- Attend Managing Committee meetings when required and provide operational updates.
- Maintain action points and follow up on decisions taken by the Committee.
- Ensure approved decisions are implemented within agreed timelines.
10. Technology & Documentation
- Maintain society records digitally wherever possible.
- Use email, Microsoft Office/Google Workspace and society management software/apps for routine administration.
- Maintain digital records of vendors, contracts, complaints, maintenance activities and important documents.
- Ensure regular backup and organised storage of important society records.
Minimum Qualifications & Experience
- Graduate in any discipline from a recognised institution.
- Minimum 2 years of relevant experience in housing society / residential property / facility management.
- Prior experience managing a residential society will be strongly preferred.
- Good working knowledge of MS Office, email and basic computer applications is mandatory.
- Ability to communicate effectively in English, Hindi and Marathi.
- Good written and verbal communication skills.
- Basic understanding of accounting, billing and administrative processes.
- Ability to maintain records and prepare basic reports.
Desired Personal Attributes
The ideal candidate should be:
- Responsible, trustworthy and professional.
- Proactive and capable of independently managing day-to-day activities.
- Good at problem-solving and follow-up.
- Patient and courteous while dealing with residents.
- Strong in coordination and vendor management.
- Organised and disciplined in maintaining records.
- Comfortable working with the Managing Committee and taking ownership of assigned tasks.
- Available to handle urgent operational matters when required.
Key Performance Expectations
The Society Manager will be expected to ensure:
- Timely resolution and tracking of resident complaints.
- Clean, safe and well-maintained common areas.
- Effective supervision of security, housekeeping and other staff.
- Timely preventive maintenance and vendor follow-up.
- Accurate and up-to-date society records.
- Timely renewal of AMCs, contracts and important compliance requirements.
- Professional communication with residents and the Managing Committee.
- Proper implementation and follow-up of Committee decisions.
Working Hours
Full-time position.
Working hours and weekly off will be as decided by the Managing Committee, considering the operational requirements of the society.
The manager should be reasonably available for urgent/emergency situations outside regular working hours, with appropriate arrangements as decided by the Society.
Compensation
Salary: Commensurate with experience and suitability for the role.
Interested candidates may share their updated CV along with details of current/last salary, expected salary and notice period.
Contact
Email id : [email protected]
Mob No : 8975829400 / 9823354400
Pay: From ₹300,000.00 per year
Work Location: In person
