Estate Manager

1. Position Details

Designation: Estate Manager
Department: SSR
Reporting To: Estate Manager Team Leader
Role Type: Estate Operations / Society Coordination / Asset Handover
Location: Project / Site Based

2. Role Purpose

The Estate Manager is responsible for supporting the day-to-day estate operations and society transition activities at the assigned project.

The role involves coordinating with the society management committee, vendors, facility management teams and internal departments to ensure smooth functioning of common areas and amenities, timely resolution of operational issues, proper documentation and effective handover of common assets.

The Estate Manager will work under the guidance of the Estate Manager Team Leader and will be responsible for execution, follow-up and reporting of assigned project activities.

3. Key Responsibilities

A. Day-to-Day Estate Operations

- Monitor daily operations of the assigned residential project.
- Coordinate with housekeeping, security, facility management and maintenance teams.
- Monitor common area cleanliness, lighting, water supply and general infrastructure.
- Identify operational issues and coordinate with the concerned team for resolution.
- Maintain daily operational records and activity reports.
- Follow up on complaints and ensure timely closure.
- Escalate critical or recurring issues to the Team Leader.

B. Common Amenities & Asset Monitoring

- Monitor the operational condition of common amenities and infrastructure.
- Coordinate with relevant vendors for routine maintenance and service requirements.
- Assist in demonstrations and inspections of common assets.
- Maintain asset-wise operational status and pending issue records.

Assets may include:

- STP
- WTP
- OWC
- DG
- Fire Fighting System
- Lifts
- CCTV
- Swimming Pool
- Gymnasium
- Indoor Games
- Common Electrical Systems
- Water Systems
- Society Office
- Other common amenities
- Report defects, breakdowns and pending maintenance requirements to the Team Leader.

C. Society Management Committee Coordination

- Coordinate with society committee members for routine operational matters.
- Attend committee/site meetings along with the Team Leader whenever required.
- Record complaints, observations and requirements raised by the committee.
- Coordinate with relevant internal teams for resolution of committee concerns.
- Provide regular status updates to the Team Leader.
- Maintain records of committee communications and action points.
- Support the Team Leader in maintaining a professional relationship with society representatives.

D. Asset Handover Support

- Assist the Team Leader in the handover of common assets and amenities.
- Prepare and maintain asset-wise handover checklists.




- Coordinate inspection and demonstration schedules with society representatives.
- Collect and organize relevant documents, reports, manuals, certificates and warranties.
- Maintain records of completed and pending handover activities.
- Follow up with internal departments for closure of pending handover points.
- Coordinate obtaining acknowledgements/sign-offs from the society committee as directed.
- Escalate delayed or critical handover matters to the Team Leader.

E. STP, WTP & OWC Operations

- Monitor day-to-day functioning of STP, WTP and OWC systems.
- Coordinate with operators and service vendors for routine operational requirements.
- Maintain operating reports and relevant records.
- Monitor basic operational parameters and report abnormalities.
- Coordinate technical visits and demonstrations for society representatives.
- Follow up on breakdowns, maintenance requirements and pending technical issues.
- Escalate recurring or critical plant-related issues to the Team Leader/Engineering Team.

G. Vendor & Service Provider Coordination

- Coordinate with housekeeping, security, STP/WTP, OWC, DG, lift, fire safety and other service providers.
- Monitor vendor attendance and service delivery.
- Follow up on scheduled preventive maintenance activities.
- Record vendor-related issues and pending actions.
- Coordinate site visits and service calls.
- Verify completion of routine service activities.
- Escalate poor performance or repeated service failures to the Team Leader.

H. Billing & Documentation Support

- Collect vendor invoices and supporting documents.
- Check basic details of bills against the services provided.
- Coordinate with vendors for missing documents or corrections.
- Submit bills and supporting documents to the concerned internal department.
- Maintain project-wise records of invoices and payment status.
- Support preparation of collection and expense statements.
- Maintain proper records for audit and handover requirements.

4. Key Performance Areas (KPAs)

Performance of the Estate Manager shall primarily be measured against:

1. Estate Operations

- Effective monitoring of daily project operations.
- Timely identification and reporting of operational issues.
- Timely follow-up and closure of routine issues.

2. Asset & Amenity Management

- Regular monitoring of common assets and amenities.
- Proper maintenance of operational records.
- Timely reporting of breakdowns and maintenance requirements.

3.



Society Coordination

- Timely response and coordination with society committee members.
- Accurate recording and follow-up of committee observations.

4. Handover Support

- Timely completion of assigned handover activities.
- Proper documentation and maintenance of handover records.
- Follow-up of pending handover points.

5. Vendor Management

- Monitoring vendor attendance and service delivery.
- Timely follow-up of vendor-related issues.

6. Technical Coordination

- Effective coordination with Engineering/MEP teams.
- Timely tracking of technical observations and rectification works.

7. Documentation

- Accurate and timely maintenance of project records.
- Proper submission of invoices, reports and supporting documents.

8. Meeting & Action-Point Management

- Accurate recording of meeting actions.
- Timely follow-up and reporting of assigned action points.

6. Required Competencies

- Basic knowledge of residential estate management.
- Understanding of common building services and amenities.
- Good coordination and follow-up skills.
- Good communication skills.
- Vendor coordination capability.
- Basic understanding of billing and documentation.
- Valuable and record-maintenance skills.
- Problem-solving ability.
- Ability to work at project/site level.
- Ability to coordinate with multiple stakeholders.
- Basic understanding of society operations and handover processes.
- Ability to work independently on assigned responsibilities while reporting to the Team Leader.

7. Personal Attributes

- Responsibility & Accountability
- Team Player
- Communication Skills
- Initiative
- Follow-up Skills
- Problem Solving
- Customer/Society Orientation
- Discipline
- Integrity
- Positive Attitude
- Planning & Coordination

8. Reporting & Escalation Structure

The Estate Manager will be responsible for the execution and follow-up of assigned project activities.

The Estate Manager shall:

- Report daily/weekly operational status to the Estate Manager Team Leader.
- Escalate critical technical, financial, operational or society-related matters.
- Obtain approval/guidance from the Team Leader for matters beyond delegated authority.
- Maintain accurate records of all assigned activities.
- Ensure commitments made to society representatives are properly communicated to the Team Leader before confirmation.

9. Success Profile

The Estate Manager will be successful when the assigned project maintains smooth day-to-day operations, timely issue resolution, effective society coordination, proper documentation and systematic progress of asset handover activities, while ensuring that all assigned tasks and action points are completed within agreed timelines and escalated appropriately to the Estate Manager Team Leader.

📌 Estate Manager (Pune)
🏢 Kohinoor Development
📍 Pune