Senior Society Manager

Job Description: Society Manager

Reports to: Managing Committee / Chairperson and Secretary
Location: On-site at the residential society
Employment type: Full-time

Job Summary

The Society Manager is responsible for the smooth day-to-day running of the residential society. This includes maintenance, staff supervision, vendor coordination, financial administration, resident relations, and compliance with society bye-laws and applicable regulations. The role is the main point of contact between residents, the managing committee, and service providers.

Key Responsibilities

Operations and facility management

• Oversee upkeep of common areas, lifts, water supply, STP/WTP, DG sets, firefighting systems, CCTV, and other infrastructure
• Plan and monitor preventive and routine maintenance schedules
• Ensure cleanliness, hygiene, and garbage and waste management standards are met
• Manage landscaping, parking, clubhouse, gym, swimming pool, and other amenities

Staff and vendor management

• Recruit, supervise, schedule, and evaluate housekeeping, security, plumbing, electrical, and gardening staff
• Coordinate with outsourced agencies and ensure SLAs are met
• Obtain quotations, compare vendors, negotiate contracts, and manage AMCs (annual maintenance contracts)
• Verify bills and work completion before payments are processed

Financial and administrative duties

• Prepare monthly and annual budgets and track expenses
• Raise maintenance bills, collect dues, and follow up on defaulters
• Maintain accurate records of accounts, receipts, registers, and vouchers
• Assist with audits and prepare financial reports for the committee

Resident relations

• Be the first point of contact for resident queries, complaints, and suggestions
• Log, track, and resolve complaints within defined timelines
• Communicate notices, circulars, and updates to residents
• Mediate disputes between residents with professionalism and neutrality

Compliance and governance

• Ensure compliance with society bye-laws, local municipal rules, and statutory requirements
• Maintain licenses and certifications (fire NOC, lift licenses, etc.)
• Assist in organizing Managing Committee meetings and Annual General Meetings (AGMs), including agendas and minutes
• Manage tenant and new-member documentation, NOCs, and share transfer formalities

Safety and security

• Supervise security personnel, visitor management, and access control
• Implement and test emergency and fire safety procedures
• Report incidents promptly to the committee and authorities when required

Events and community

• Coordinate festivals and community events as approved by the committee

Qualifications and Experience

• Graduate in any discipline (Facility Management, Business Administration, or Hospitality preferred)
• 10+ years of experience in society, property, or facility management
• Knowledge of the Cooperative Societies Act and local housing society regulations

Skills and Competencies

• Strong leadership, organizational, and multitasking abilities
• Excellent communication and conflict-resolution skills
• Working knowledge of accounting basics, Tally or similar software, MS Office, and society management apps
• Vendor negotiation and budgeting skills
• Problem-solving mindset and ability to handle emergencies calmly
• Fluency in English and the local language (e.g., Hindi/Marathi)

Working Conditions

• Primarily on-site, with flexibility for occasional evenings, weekends, or emergencies
• Must be reachable for urgent issues outside normal hours

Compensation

As per experience and society size; benefits as per society policy.