Position: Society Secretary
Department: Administration / Society Management
Reports To: Managing Committee/ CEO

Employment Type: Full-Time

1. Job Purpose

The Society Secretary is responsible for the overall administrative coordination, documentation, statutory compliance, communication and day-to-day management support of the Society. The Secretary shall work closely with the President, Treasurer, Managing Committee, residents, vendors, contractors and government authorities to ensure the smooth, transparent and efficient functioning of the Society.

The Secretary shall ensure that all decisions of the Managing Committee and General Body are properly documented, communicated and implemented in accordance with the applicable Societies Act, Apartment/Co-operative Housing Society regulations, bye-laws and other applicable laws.

2. Key Responsibilities

A. Society Administration

- Manage the day-to-day administrative activities of the Society.
- Maintain proper records of members, residents, tenants and occupants.
- Maintain and update the Society's registers, files and official records.
- Coordinate with the President, Treasurer and other Managing Committee members.
- Ensure implementation of resolutions passed by the Managing Committee and General Body.
- Coordinate with the society office staff, security personnel, housekeeping staff and other service providers.
- Maintain proper custody and control of Society documents and correspondence.

B. Meetings & Governance

- Prepare notices and agendas for Managing Committee meetings.
- Coordinate and schedule Managing Committee and General Body meetings.
- Prepare and maintain accurate minutes of meetings.
- Maintain records of resolutions and decisions taken by the Committee.
- Circulate approved minutes and important decisions to members.
- Ensure that required notices are issued within the prescribed timelines.
- Coordinate Annual General Meetings, Special General Meetings and other statutory meetings.
- Maintain attendance records and meeting documentation.

C. Statutory & Legal Compliance

- Ensure compliance with applicable Society laws, rules, regulations and bye-laws.
- Maintain statutory registers and records as required.
- Coordinate with government departments, local authorities and regulatory bodies.
- Ensure timely submission of statutory returns, declarations and other required documents.
- Maintain records relating to licenses, permissions, registrations and renewals.
- Coordinate with the Society's legal counsel on legal notices, disputes and other legal matters.
- Ensure that important legal and statutory correspondence is properly recorded and acted upon.

D. Financial & Accounts Coordination

- Coordinate with the Treasurer and accountant for Society financial matters.
- Assist in preparation and circulation of maintenance demand notices.
- Maintain records of maintenance collections, outstanding dues and other receivables.
- Follow up with members regarding outstanding maintenance and other Society charges.




- Assist in preparation of annual budgets and financial statements.
- Coordinate with auditors and provide required records and documents.
- Ensure proper documentation of expenses, purchase orders, invoices and vendor payments.
- Monitor Society expenses against approved budgets.

Note: The Secretary shall not independently authorize financial transactions unless such authority is specifically provided under the Society's bye-laws or delegated by the Managing Committee.

E. Resident & Member Relations

- Act as a key point of contact between residents and the Managing Committee.
- Receive and appropriately address residents' complaints, requests and suggestions.
- Maintain a complaint/grievance register and track resolution status.
- Communicate Society policies, rules, notices and decisions to residents.
- Promote transparency and professional communication with members.
- Handle resident correspondence in a courteous, impartial and professional manner.
- Coordinate with residents during emergencies and important Society activities.

F. Vendor & Contractor Management

- Coordinate with security, housekeeping, maintenance, lift, electrical, plumbing, gardening, pest-control and other service providers.
- Monitor vendor performance and service quality.
- Maintain contracts, work orders, quotations and vendor documentation.
- Obtain quotations for major works as directed by the Managing Committee.
- Coordinate preventive maintenance schedules.
- Escalate poor performance, service failures or contractual issues to the Managing Committee.

G. Property & Infrastructure Administration

- Coordinate maintenance of common areas and Society facilities.
- Monitor cleanliness, security, lighting, lifts, water supply, fire-safety systems and other common infrastructure.
- Maintain records of maintenance and repair activities.
- Coordinate major repair and renovation projects approved by the Committee.
- Ensure proper documentation of maintenance contracts and warranties.
- Report major infrastructure issues to the Managing Committee immediately.

H. Records & Documentation

The Secretary shall ensure proper maintenance of:

- Member/shareholder register, wherever applicable
- Resident and tenant records
- Minutes books
- General Body meeting records
- Managing Committee meeting records
- Society correspondence
- Statutory registers
- Agreements and contracts
- Vendor records
- Legal documents
- Government correspondence
- Insurance policies
- Property and asset records
- Maintenance records
- Complaint and grievance records
- Key approvals, permissions and licenses

All records should be maintained securely,



systematically and in accordance with applicable retention requirements.

I. Communication & Notices

- Draft and issue official Society notices and circulars.
- Manage official email and other approved communication channels.
- Ensure important communications are properly archived.
- Communicate emergency notices promptly.
- Maintain confidentiality of sensitive Society and member information.
- Prevent unauthorized circulation or disclosure of official documents.

J. Emergency & Safety Coordination

- Coordinate with security and emergency service providers when required.
- Maintain emergency contact information.
- Coordinate with relevant agencies in case of fire, accident, security incidents, major utility failures or other emergencies.
- Ensure periodic inspection and maintenance of fire-safety and emergency systems.
- Escalate serious safety concerns immediately to the Managing Committee.

3. Authority

The Society Secretary shall have authority to:

- Coordinate routine administrative activities.
- Issue approved notices and communications.
- Maintain and access Society records for official purposes.
- Coordinate with vendors and government authorities.
- Follow up on Society decisions and approved work.
- Obtain quotations and information as authorized by the Managing Committee.

The Secretary shall not independently make major financial, contractual, legal or policy decisions unless specifically authorized by the Managing Committee or permitted under the applicable bye-laws.

4. Qualifications & Experience

Educational Qualification:

- Graduate in any discipline preferred.
- Qualification in Administration, Commerce, Management or Law will be an advantage.

Experience:

- 15 to 20 years of experience in administration, facility management, housing society management, property management or a similar role preferred.
- Experience in dealing with residents, vendors, government authorities and statutory documentation will be an advantage.

5. Required Skills

- Strong administrative and organizational skills.
- Good written and verbal communication.
- Knowledge of basic accounting and financial documentation.
- Knowledge of applicable Society bye-laws and statutory requirements.
- Good drafting and documentation skills.
- MS Office / Google Workspace proficiency.
- Ability to maintain confidential records.
- Vendor and contractor coordination skills.
- Conflict-resolution and interpersonal skills.
- Ability to work independently and coordinate with multiple stakeholders.

6. Important Governance Principle

The Society Secretary shall perform duties in the collective interest of the Society and strictly in accordance with applicable law, registered bye-laws, General Body resolutions and Managing Committee decisions.

The Secretary shall maintain appropriate separation between administrative execution, financial authorization and collective decision-making, and shall not use the position for personal benefit or preferential treatment of any resident, vendor or other stakeholder.

📌 Society Secretary / General Secretary (Lucknow)
🏢 Vipar Auto
📍 Lucknow