Society Manager

Key Responsibilities

Society Operations

Manage the daily operations of the apartment community.

Ensure all common areas, amenities, and infrastructure are maintained.

Monitor housekeeping, security, landscaping, pest control, and maintenance services.

Conduct regular inspections and report issues proactively.

Executive Committee Support

Assist the EC in implementing decisions and policies.

Prepare agendas, MOMs (Minutes of Meeting), and track action items.

Coordinate meetings between the EC, committees, vendors, and residents.

Maintain documentation of approvals, policies, contracts, and resolutions.

Vendor & Contract Management

Manage all AMC and service contracts.

Coordinate vendor performance and SLA compliance.

Obtain quotations, compare proposals, and support procurement activities.

Verify work completion before processing payments.

Financial Coordination

Validate vendor invoices before submission.

Track approved budgets and operational expenses.

Assist the Treasurer in maintaining expenditure records.

Monitor utility consumption and identify cost optimization opportunities.

Resident Support

Act as the primary point of contact for resident queries.

Ensure timely closure of complaints raised through society management platforms.

Coordinate move-ins, move-outs, renovations, and service requests.

Maintain high resident satisfaction.

Compliance & Documentation

Ensure statutory compliances are maintained.

Maintain licenses, insurance documents, contracts, and regulatory records.

Support audits and compliance reviews.

Security & Safety

Monitor security operations and guard deployment.

Coordinate emergency response and incident reporting.

Conduct periodic safety inspections.

Ensure compliance with fire safety norms.

Facilities & Maintenance

Monitor preventive and corrective maintenance schedules.

Coordinate repairs for electrical, plumbing, lifts, STP, WTP, DG, HVAC, and other common assets.

Maintain asset registers and maintenance records.

Committee Coordination

Support Cultural, Sports, Maintenance, Security, Finance, Sustainability, and other committees.

Coordinate society events and logistics.

Track committee action items.

Communication

Publish society notices and operational updates.

Coordinate resident communications across approved channels.

Maintain transparency regarding operational activities.

Reporting

Prepare weekly and monthly reports covering:

Complaint status

Vendor performance

Budget utilization

Maintenance activities

Security incidents

Project progress

Pending action items

Compliance status

Required Skills

Strong communication and interpersonal skills.

Excellent coordination and multitasking abilities.

Knowledge of apartment facility management.

Vendor and contract management experience.

Basic financial understanding.

Proficiency in Microsoft Excel, Word, PowerPoint, and society management applications (e.g., MyGate, ApnaComplex).

Problem-solving and conflict resolution skills.

Preferred Qualification

Bachelor's degree in any discipline.

5+ years of experience in apartment, facility, or property management.

Experience working with Resident Welfare Associations (RWA) or Apartment Owners Associations (AOA) is preferred.

Key Performance Indicators (KPIs)

Resident complaint resolution within SLA.

Preventive maintenance compliance.

Vendor SLA adherence.

Budget adherence.

Resident satisfaction score.

Action item closure rate.

Compliance audit score.

Reduction in recurring operational issues.

Timely execution of EC decisions.

Accuracy of operational reports.

Reporting Structure

Reports to: Executive Committee (President/Secretary or designated EC representative)

Works closely with: Treasurer, Committee Leads, Facility Team, Security Team, Housekeeping Team, Vendors, and Residents.