Estate Manager - Residential Appartment

Estate Manager#Propert Manager#Residential High rise building# JOB DESCRIPTION

Job Description:

Job Title:

Estate Manager (Residential - Luxurious Apartment) Estate Manager (Residential) Function Property Management

Job Type: Full Time Location Mumbai Worli

Reporting: Manager Portfolio Head / Association Reporting

Staff As applicable

Roles & Responsibilities:

1. On-ground supervision - Technical:

- To devise the 52 weeks PPM (Planned Preventive Maintenance) of activities/ equipments during first month of financial year; percolate to team down for implementation, reviewed and tracked on bi-weekly basis for effectiveness.

- To intervene, liase and ensure challenges faced for handing over of common area packages to Association, is addressed with respective stakeholders in a time bound manner and tracked till closure of the activity.

- To define operating process for equipments, devise checklists for daily operations as is needed for the property with clear cut deliverables from the team. Post this, monitor to ensure team religiously follows the same without fail.

- To advise the client on the equipment AMC's with clear-cut need, scope & exclusions.

- To track actual scoring as per agreed KPI for equipments (DG, AC, panels, pumps, CCTV, HWS etc) as mentioned in the maintenance agreement on monthly basis.

- To ensure KPI's of respective activities agreed with Association (which forms a part of the maintenance agreement executed) is passed on to vendors in their respective bill invoices, based on their performance, on monthly basis.

- To function as first escalation level for any issues reported & work towards solving them in close coordination with all stakeholders.

- To identify areas of improvement in common areas and advise client on the same.

- To monitor, supervise team below for & communicate to client (as is the need) on required consumables, tools and tackles, diesel stock and other aids needed for smooth operations of all equipment & monitor consumption of the same periodically.

- To ensure scope of work is defined for the APM -technical & CRM team below & monitor their deliverables ,on time.

- To advise client in on-ground statutory requirements of equipments , clearance etc.

- To monitor vendor performance & resolve escalations raised / aim for optimization/ betterment of existing systems etc.

- To constantly review processes & suggest for betterment/ innovation/ optimization methods/ best practices etc and make recommendations for adoption.

2. On-ground supervision - Manpower:

Security:

- To do surprise checks to be taken up once a week to monitor on-ground job deliverables (patrolling, maintenance of visitor log etc).

- To liase with ESPL - Subject Matter Expert (SME) & organize yearly audits; receive audit observation reports & track for closure.

- To ensure Emergency Response Plan (ERP) measures are passed on to the agency/staff and is part of their weekly briefing.

- To ensure vendor agency field officer conducts a weekly briefing to the security staff on ERP measures, security rules & norms etc.

- To ensure all safety & security aspects within premises (fire drill once in 6 months); report for lapses/ betterment etc.

- To optimize job scope/ locations of work etc in conjunction with vendor team, ESPL- SME, Association etc. Housekeeping/Landscaping:

- To do surprise checks to be taken up once a fortnight to monitor on- ground job deliverables (checklist, consumables register etc).

- To guide and supervise the House keeping Manager on the below but not limited to:

a. To ensure scope of work is defined for the HK team, checklists, PPMs devised and monitor compliance.

b. Conducting & organize yearly audits; receive audit observation reports & track for closure.

c. To optimize job scope/ locations of work etc in conjunction with Department in charge, vendor team, ESPL- SME, Association etc.

3. Co-ordination aspect:

- To function as 2 nd level of escalation for all communications, residents complaints etc.

- To liase with ESPL - Procurement for:

- To identify scope of work & convey to ESPL procurement team for comparative quotes.

- Review & validate the quotes received from Procurement and submit for further process.

- To approve Purchase request raised by the team below.

- To monitor PR to PO/WO status bi-weekly and act/escalate (as is necessary) for road -blocks/delays.

- To liase with ESPL- Procurement team for receipt of quotes for AMC/ regular services etc and validate them for yearly budget preparation.

- To constantly monitor vendor performance on a half yearly basis and provide feedbacks to improve support.

- To liase with ESPL - Finance for:

- To monitor & ensure all vendor bills are submitted on monthly basis. (Tracker to be maintained on the same to avoid any miss out)

- To scrutinize & validate monthly petty cash expense statement submitted and recommend for payment disbursement process further.

- To validate vendor payment recommendations for the month; proceed with further client approval process and submit to ESPL- finance team for payment disbursement.

- To liase with ESPL finance for quarterly Income & Expenditure (I&E) statement (ensure receipt within 45 days of quarter closure).

- To liase with ESPL-finance & advise Association on possible utilization of funds (via fixed deposit, Mutual funds etc).

- To attend weekly Finance meetings to resolve queries/ delays etc.

- To liase with ESPL - SSG for:

- Any assistance for addressing / expert opinion on malfunction / fault in the equipment etc, as & when required.

- Any expert opinion on upgradations/ innovations/ optimizations etc, as when required.

- Equipment incident reports & root cause analysis report audit.

- Yearly SSG audit & closure of observations given, in a timely manner.

- To liase with Association for :

- To communicate / update Association on any technicalities, scope of betterment of existing technology, upgradations for the property like automation, optimization of resources etc.

- To provide regular updates on the status of open points, preferably once in a fortnight.

- To liase with all stakeholders and resolve queries raised by Association in a time bound manner.

4. Vendor Management:

5. CAM budget submission:

- To devise CAM budget for the financial year based on the validated quotes given as well as considering the actuals spent for the previous year & submit to Association for approval.

- To liase with Association for approval of the budget submitted, clear queries if any etc.

- Post receipt of approved budget, to be shared with ESPL- finance for cost/ expense mapping.

6. Documentation management:

- To ensure project handover documents are well maintained.

- To ensure SSG audit reports as well as closure of point is maintained in the property.

- To ensure that KSPCB (Karnataka State Pollution Control Board) documents for STP, DG stack, Firefighting etc are maintained in the property.

- To ensure Building insurance renewal is done on-time (before expiry) and documents maintained in the property.

7. Team Management & Reporting:

- Maintain cordial relations with the counter parts and the team for effective functioning as a team

- Formulate and implement monthly training calendar in coordination with vendors, ESPl and inhouse team

- Ensure the weekly reporting data/dashboard is shared to the stake holders as per the promulgated due date

- Undertake surprise/scheduled audit on the usage of consumables/firefighting system and include in the monthly MIS for information of associations

- Conduct daily briefing/debriefing of the team on the planned activities and check regularly on site for effective implementation.

- Check and verify the attendance of all the employees against the monthly invoices

- Ensure the labour compliance of the vendor is fulfilled as per the regulatory norms

Immediate Joiners prefered