Scope of Work – Assistant Society Manager

- Society Administration

- Assist the Society Manager in day-to-day functioning of the housing society.

- Maintain records of members, tenants, flats, parking spaces, and other society assets.

- Maintain registers, files, correspondence, notices, and society documents.

- Assist in implementing decisions taken by the Managing Committee and General Body.

- Member &
- Resident Coordination

- Act as a point of contact for residents regarding routine society-related matters.

- Receive and record complaints/requests from members and follow up for resolution.

- Coordinate with residents regarding maintenance activities, repairs, inspections, and scheduled work.

- Assist in communication of society notices, circulars, and announcements.

- Maintenance &

- Facility Management

- Monitor housekeeping, security, lift, plumbing, electrical, water supply, pumps, fire-fighting systems, CCTV, and other common facilities.

- Conduct routine inspections of common areas and report deficiencies.

- Coordinate with contractors and service agencies for maintenance and repairs.

- Verify whether contracted services are being performed as per agreed scope.

- Maintain records of preventive maintenance and breakdowns.

- Vendor &

- Contractor Coordination

- Coordinate with plumbers, electricians, lift agencies, housekeeping agencies, security agencies, pest-control agencies, etc.

- Obtain quotations when instructed by the Society Manager/Managing Committee.

- Assist in comparison of quotations and preparation of recommendations.

- Monitor contractor attendance, work quality, and completion of assigned jobs.

- Maintain vendor contact details and service records.

- Financial &

- Billing Support

- Assist in preparation and distribution of maintenance bills.

- Follow up with members regarding outstanding maintenance dues.

- Maintain records of payments and outstanding amounts.

- Assist the Society Manager/accountant in preparing financial statements and reports.





- Verify bills/invoices from vendors against actual services received before forwarding them for approval/payment.

- Maintain petty-cash records, where applicable.

- Water, Electricity &

- Utility Management

- Monitor water tanks, pumps, water supply, electricity supply, DG backup, and common-area utilities.

- Record meter readings where required.

- Monitor abnormal consumption, leakage, equipment failure, or wastage.

- Coordinate with utility/service providers for complaints and repairs.

- Security &

- Safety

- Supervise the functioning of security personnel.

- Monitor visitor management and entry/exit procedures.

- Coordinate with security agency regarding deployment and attendance.

- Report security incidents to the Society Manager/Managing Committee.

- Assist in implementation of fire-safety and emergency procedures.

- Complaint &

- Grievance Management

- Maintain a complaint register or digital complaint-management system.

- Categorize complaints as electrical, plumbing, civil, housekeeping, security, etc.

- Assign complaints to the appropriate contractor/person.

- Track complaints until closure.

- Escalate unresolved or serious complaints to the Society Manager/Managing Committee.

- Society Meetings

- Assist in preparation for Managing Committee meetings.

- Prepare relevant documents, statements, quotations, and reports.

- Assist in recording action items and following up on decisions.

- Assist in arrangements for Annual General Meetings/Special General Meetings.

- Legal &

- Statutory Compliance Support





- Assist the Society Manager in maintaining statutory registers and records.

- Coordinate with auditors, consultants, advocates, government departments, and other authorities when instructed.

- Maintain records relating to society permissions, contracts, licenses, inspections, and compliance.

- Ensure important statutory documents are properly filed and readily accessible.

- Society Premises &

- Common Area Management

- Conduct regular inspection of lobbies, staircases, parking areas, terraces, gardens, corridors, and other common areas.

- Monitor cleanliness and unauthorized use of common areas.

- Report unauthorized alterations, encroachments, or misuse of society property.

- Assist in implementation of society rules regarding parking, common areas, pets, renovations, etc.

- Documentation &

- Reporting

- Prepare daily/weekly/monthly status reports as required.

- Maintain records of complaints, maintenance work, contractor visits, incidents, and inspections.

- Maintain an organized filing system for physical and digital documents.

- Prepare routine correspondence, notices, and circulars under the direction of the Society Manager.

- Emergency Response

- Coordinate initial response to emergencies such as water leakage, electrical failure, lift breakdown, fire alarm, flooding, security incidents, etc.

- Contact the appropriate emergency service/vendor.

- Inform the Society Manager/Managing Committee promptly.

- Maintain an incident record and follow up until resolution.

- Support to Society Manager

- Provide administrative and operational support to the Society Manager.

- Act on delegated responsibilities within the authority given by the Managing Committee.

- Follow up on pending matters and provide status updates.

- Perform other society-related duties assigned by the Society Manager/Managing Committee.

Pay: ₹20,000.00 - ₹25,000.00 per month

Advantages

- Cell phone reimbursement

- Paid time off

Work Location: In person

📌 Assistant Society Manager (Panvel)
🏢 Shree Ambica Heritage CHSL, Kharghar
📍 Panvel