Property Manager

Job description

Tailored residential property management, with Brightstone. Managing housing complexes, residential townships and residential communities requires subject matter expertise, customised services and a commitment to creating a seamless yet enjoyable living experience. At Brightstone - we are setting a new standard for excellence in residential property management, focused on enhancing resident satisfaction and property value for housing societies nationwide.   Position: Property Manager, Mumbai Business: Property and Asset Management, Mumbai.   What this job involves You will be in charge of the entire bouquet of Property Management Services provided at the site. Your role will be to ensure smooth operations at the facility/site by enhancing efficiency using innovation and technology. Your role will encompass and not be limited to:  Ensuring manpower at the site is enabled to face challenges by guiding, grooming, developing and supporting them as and when required. • Overseeing all building systems including fire/life safety, MEP and all critical utilities. • Ensuring the documentation of assets under asset list/ tracker. • Ensuring the documentation and checking of the assets under defect liability period and AMC/CAMC in a tracker. • Play a key role in managing Engineering operational accounts for buildings as required and assisting in budgeting. • Recommending/implementing Asset specific maintenance, safety procedures and enforcing compliance • To ensure all the planned preventive maintenance (PPM) are being timely carried out. • Suggest and implement improvements for preventive maintenance programs as required. • Coordinating with contractors, tenants and engineers. • Maintaining service /repair contracts. • Submit your site MBR data to the Operations Manager by the 1st of each month. • Submit your site safety cross data to the Operations Manager, Fire & Safety SME, and EHS SME by the 1st of each month. • Submit the attendance of service partners' teams with proper approval by the 1st of each month. • Follow up with service partners for E-Invoices and approve them on or before the 4th of each month. • Submit your site attendance and cost sheet to the client for approval by the 5th of each month. • Upload the approved cost sheet on the Overview portal by the 5th of each month, informing the JLL finance and operations teams via email. • Submit your site MMR by the 7th of each month. • Submit KADence data on the Overview portal by the 10th of each month without fail. • Submit CIEL staff attendance to CIEL HR by the 15th of each month. • Follow up with CIEL HR for their invoice and approve it on or before the 20th of each month. • Follow up with the finance team for JLL invoices and submit them to the client with compliance documents and service reports on or before the 22nd of each month. • Conduct JLL performance evaluations with the client and vendor partners by you on the 15th of each month. • Maintain an invoice tracker and follow up with the client for outstanding payments, ensuring receipt within 45 days after submitting the JLL invoice. • Conduct a MMR review with the client in the presence of the Operations Manager. • Conduct Quarterly Business Reviews (QBR) and Annual Business Reviews (ABR) with the client in the presence of the JLL Operations Manager and City Lead. • Raise requisitions on Workday for any resignations from JLL/CIEL site staff. • Ensure that you and your subordinates mark attendance on the Overview portal daily and approve site staff attendance by the 15th of each month to ensure smooth salary processing. • Initiate the contract renewal process two months before the site contract expires, including taking approval for the revised salary structure of JLL staff and sending it to the Operations Manager for further processing. • Align candidates for the client interview process upon receiving a resignation from any site staff, ensuring a smooth handover and takeover process. • Conduct daily site rounds and share observations with the client and JLL operations team, including an action plan. • Ensure each Subject Matter Expert (SME) visits your site twice a year and submit audit closures within 15 days of completion. Review the audit report with the client in the presence of the respective SME. • Be transparent with your Operations Manager regarding any site information and send daily reports via email/WhatsApp/phone. If your operation manager requests any data related to your site for submission to the RO team, please ensure that you provide the necessary details within 24 hours. • Timely upload all vendor or AMC contract agreements in the Overview compliance module. • Report any site incidents immediately to your Operations Manager and the JLL WhatsApp incident group. Upload the incident report with Root Cause Analysis (RCA) on the CMO portal within 24 hours. • Handle resident service requests or complaints politely and diplomatically, taking feedback from residents or clients on every complaint. • Maintain a site master tracker and send it to your Operations Manager every month on or before the 10th. • Mark your and your subordinates' leaves on the Workday portal and email the client and Operations Manager for approval. • Ensure no manipulation of site documentation or information and adhere to ethical standards; violations related to money, POSH, or the use of alcohol, tobacco, or drugs at the site will result in immediate termination. • Conducting risk/root-cause analysis in case of system failures and breakdowns and creating corrective /preventive action plan. • Reply to every email w