Apartment Manager

The Apartment Manager is responsible for the day-to-day administration, accounts, cleanliness, maintenance coordination, collection tracking, and overall smooth functioning of the apartment premises. The manager should maintain proper records and ensure that residents' concerns and maintenance requirements are attended to promptly.

• Key ResponsibilitiesAccounts & Financial RecordsMaintain proper records of all apartment income and expenses.
• Record maintenance collections and other payments received from residents.
• Maintain bills, vouchers, receipts and supporting documents for every expense.
• Keep track of petty cash and day-to-day expenses.
• Maintain vendor payment records.
• Prepare a monthly income and expenditure statement for the management committee.
• Ensure that no payment or expense is made without proper approval/documentation.
• Maintenance Amount Collection & TrackingMaintain a flat-wise maintenance payment register.
• Track monthly maintenance dues and payments.
• Identify pending/outstanding amounts.
• Send polite reminders to residents regarding pending maintenance.
• Provide the committee with an updated Paid / Pending / Outstanding report regularly.
• Issue/maintain receipts or payment acknowledgement records.
• Cleanliness & HousekeepingEnsure that all common areas are maintained clean and hygienic.
• Regularly inspect corridors, staircases, lifts, parking areas, entrance, terrace and other common areas.
• Supervise housekeeping staff and monitor their attendance and work.
• Ensure proper garbage collection and disposal.
• Report any cleanliness or hygiene issues and arrange immediate correction.
• Apartment MaintenanceMonitor the condition of lifts, water systems, pumps, electrical systems, generators, lighting, plumbing and other common facilities.
• Coordinate with electricians, plumbers, lift technicians and other vendors whenever required.
• Maintain records of repairs and maintenance work.
• Follow up until reported maintenance problems are completely resolved.
• Inform the management committee immediately regarding major repairs or unexpected expenses.
• Staff ManagementMonitor attendance and duties of security guards, housekeeping staff and other apartment staff.
• Maintain staff attendance records.
• Ensure duties are performed according to the assigned schedule.
• Coordinate replacements/leave arrangements when required.
• Report repeated negligence or misconduct to the management committee.
• Resident CoordinationReceive complaints and maintenance requests from residents.
• Maintain a complaint/request register.
• Coordinate with the appropriate staff/vendor for resolution.
• Keep residents informed about maintenance activities, water interruptions, repairs and other apartment-related matters.
• Communicate professionally and respectfully with all residents.
• Vendor & Service ManagementCoordinate with existing apartment vendors and service providers.
• Maintain vendor contact details, quotations, invoices and payment records.
• Track AMC/service renewal dates for lifts, generators, fire equipment, pest control and other services.
• Obtain management approval before engaging new vendors or approving major expenditure.
• Security & Common-Area MonitoringCoordinate with security personnel regarding visitor management and apartment security procedures.
• Check whether security staff are maintaining required registers.
• Report security concerns, damage or suspicious activity to the committee.
• Ensure common-area rules are followed.

1. Daily / Monthly Reporting
2. The Apartment Manager should maintain and regularly update:

• Maintenance Collection Register
• Income & Expense Register
• Petty Cash Register
• Pending Maintenance Report
• Staff Attendance Register
• Complaint & Resolution Register
• Vendor & Payment Register
• Repair/Maintenance Register
• AMC/Renewal Tracker