Deputy Manager-CRM

Role Purpose

The Executive CRM Leasing is responsible for end-to-end lease management, ensuring seamless execution of lease documentation, accurate accounting of security deposits and rental payments, timely communication with accounts and investors, and maintaining up-to-date and compliant records for all lease-related transactions. The role requires proficiency in real estate software such as REFX, sound understanding of financial processes, and the ability to proactively manage multiple lease agreements, including renewals and pass-through rental arrangements.

Key Responsibilities

Lease Administration

• Review and process Lease Confirmation Forms based on the finalized Letter of Intent (LOI) to initiate the lease agreement process.
• Accurately create and maintain customer and contract details in the REFX system for all new and existing leases.
• Ensure that security deposit payments are properly recorded and promptly forwarded to the accounts department for further processing and compliance checks.
• Prepare lease deeds for execution, ensuring all terms are as per the LOI and company policies. Coordinate the signing process by sending the documents to relevant parties for signatures.
• Scan all completed documents and file them systematically, maintaining both digital and physical records as required by the companys documentation protocols.
• Generate monthly invoices for tenants, ensuring accuracy and timely distribution. All invoices must be scanned and sent to respective parties on or before the 1st of every month.
• Conduct consistent follow-ups with tenants regarding overdue payments, maintaining a professional approach to collections and ensuring prompt resolution of outstanding dues.
• Account for all payments as they are received, updating records in REFX, and ensure these are communicated to and processed by the accounts department.
• Oversee and monitor the registration of lease deeds, ensuring all legal requirements are fulfilled and documentation is completed in a timely fashion.
• Send scanned copies of LOIs and executed lease deeds to the accounts department for record-keeping and internal reference.
• Coordinate with the accounts department to facilitate the release of agency commissions to IPCs (International Property Consultants) upon full receipt of security deposits from tenants. Ensure that all commission-related information is accurate and in compliance with internal guidelines.

Pass-Through Rent Management

• Upon receipt of rental payments from tenants, promptly post rental amounts in REFX for each respective investor. Prepare and send a detailed list to the accounts department to enable payment release to investors.
• Collect cheques from the accounts department for investor payments and ensure these are securely and promptly couriered to the respective investors, maintaining records of dispatch.
• Annually calculate interest on security deposits received from tenants, based on the prevailing State Bank of India (SBI) rate, and coordinate the release of interest cheques to the investors.
• Prepare and distribute Form 16 and rent statements to all investors annually, ensuring compliance with statutory requirements and maintaining transparency in financial dealings.
• Collect the lease management feecalculated as 6 days rent plus applicable service taxfrom each investor. This is to be adjusted against the rental payments made to them on an annual basis, with accurate accounting of all transactions.
• Facilitate pass-through rental payments as and when required, ensuring timely and accurate processing per investor agreements and company policy.

Management Information System (MIS) and Record-Keeping

• Ensure that all leases, including new agreements and renewals, are updated in the MIS (Management Information System) immediately to maintain real-time accuracy and facilitate seamless internal reporting.
• Maintain and update comprehensive digital and physical files for all lease-related documentation, ensuring easy retrieval and compliance with audit requirements.

Skills and Competencies

• Attention to Detail: Ability to manage complex documentation and financial records with precision.
• Technological Proficiency: Experience with real estate software, preferably REFX, and strong computer literacy in MS Office applications.
• Communication: Excellent verbal and written communication skills for liaising with tenants, investors, internal departments, and external partners.
• Organizational Skills: Capable of prioritizing tasks, handling multiple lease agreements simultaneously, and meeting stringent deadlines.
• Problem Solving: Analytical approach to resolving payment issues, discrepancies, or contractual queries efficiently.
• Team Collaboration: Ability to work cross-functionally with the accounts, legal, sales, and property management teams.
• Confidentiality: Maintain discretion and confidentiality in all dealings with sensitive client and company information.

Qualifications and Experience

• Bachelors degree in business administration, Finance, Real Estate, or a related field.
• 2-4 years’ experience in real estate leasing, property management, or a similar customer relationship management role.
• Proven experience in handling lease documentation, financial transactions, and MIS reporting is highly desirable.