Society Manager

Job Description

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 : mcpresidia@gmail.com
Mob No : 8975829400 / 9823354400