Job Summary

We are looking for a proactive, well-organized, and responsible Administrator to manage the day-to-day operations of a commercial building. The ideal candidate will be responsible for tenant coordination, rent collection, building maintenance, vendor management, staff supervision, financial administration, and ensuring the smooth functioning of all building facilities.

The candidate should have strong communication, coordination, problem-solving, and administrative skills, with the ability to handle multiple responsibilities efficiently and maintain positive relationships with tenants, vendors, service providers, and management.

Key Responsibilities

- Manage the day-to-day administrative and operational activities of the commercial building.

- Coordinate with tenants regarding enquiries, complaints, maintenance requests, lease agreements, and renewals.

- Monitor and ensure timely collection of rent, maintenance charges, utility bills, and other applicable payments.

- Maintain accurate records of rental agreements, tenant details, payment receipts, outstanding dues, and lease expiry dates.

- Follow up with tenants regarding overdue payments and prepare regular collection and outstanding payment reports.

- Coordinate building maintenance activities, including electrical, plumbing, HVAC, lift, generator, and other facility-related services.

- Schedule and monitor preventive maintenance to ensure building equipment and facilities remain in good working condition.

- Supervise housekeeping, security personnel, maintenance staff, and other building support teams.

- Coordinate with external vendors, contractors, and service providers for repairs, maintenance, and facility-related services.

- Obtain and compare quotations, verify vendor invoices, and coordinate service agreements and payment approvals.

- Monitor electricity, water, and other utility consumption and support cost-control initiatives.

- Ensure the cleanliness and proper maintenance of common areas, parking facilities, wash rooms, and other shared spaces.

- Coordinate fire safety inspections, emergency preparedness, safety procedures, and statutory compliance documentation.





- Maintain records of building expenses, maintenance costs, vendor payments, utility bills, and other operational expenditures.

- Prepare daily, weekly, and monthly reports covering rent collection, outstanding payments, maintenance activities, expenses, tenant complaints, and building operations.

- Handle tenant complaints and operational issues promptly, escalating major concerns to management when required.

- Maintain building-related documents, contracts, licences, inspection records, and other administrative files.

- Assist management with budgeting, operational planning, expense monitoring, and facility improvement initiatives.

- Ensure that confidential tenant, financial, and company information is handled appropriately.

- Perform any additional administrative or operational duties assigned by management.

Required Skills

- Strong organizational, administrative, and coordination skills.

- Good verbal and written communication skills.

- Experience in tenant relationship management and customer service.

- Knowledge of rent collection, payment follow-ups, and outstanding dues management.

- Ability to coordinate building maintenance and facility management activities.

- Vendor and contractor management skills.

- Basic knowledge of rental agreements, lease administration, and property documentation.

- Ability to monitor expenses, verify invoices, and maintain financial records.

- Strong problem-solving, negotiation, and complaint-handling abilities.

- Ability to supervise staff and coordinate multiple service providers.

- Good time management, attention to detail, and follow-up skills.

- Ability to work independently and handle multiple operational responsibilities.

- Professional attitude, integrity, accountability, and confidentiality.





Technical Skills

- Microsoft Excel for rent tracking, payment records, expense monitoring, and reporting.

- Microsoft Word for official letters, notices, agreements, and documentation.

- Microsoft Outlook and professional email communication.

- Google Workspace, including Docs, Sheets, and Drive.

- Basic knowledge of accounting and billing (Not Mandatory)

- Ability to maintain digital and physical records systematically.

Educational Qualification

- Bachelor's degree or diploma in Business Administration, Commerce, Management, Facility Management, Property Management, or a related discipline.

- Relevant experience in commercial building administration, facility management, property management, or office administration will be an advantage.

Experience

- Preferably 1–3 years of experience in commercial building administration, property management, facility management, or a similar role.

- Experience handling tenants, rent collection, vendor coordination, maintenance, and operational reporting is preferred.

Preferred Qualities

- Solid leadership and interpersonal skills.

- Proactive approach to maintenance and operational problem-solving.

- Ability to manage tenant relationships professionally.

- High level of responsibility, reliability, and attention to detail.

- Ability to manage priorities and resolve issues within agreed timelines.

- Practical approach to cost control and operational efficiency.

- Willingness to take ownership of building operations and coordinate effectively with management.

Key Performance Indicators (KPIs)

- Timely rent and maintenance charge collection.

- Reduction in overdue tenant payments.

- Timely resolution of tenant complaints and maintenance requests.

- Completion of preventive maintenance according to schedule.

- Effective control of building operating expenses.

- Accuracy of financial records, invoices, and operational reports.

- Compliance with applicable building safety and documentation requirements.

- Tenant satisfaction and overall building maintenance standards.

📌 Administrator (India)
🏢 Remitap
📍 India