Property Manager

B. J. A. ASSOCIATES

JOB DESCRIPTION

Job Title: Property Manager – Commercial Office Spaces

Department: Property Management & Administration

Reporting To: Management / Director

Job Location: Kolkata

Employment Type: Full-Time

1. Job Purpose

The Property Manager will be responsible for the overall management, marketing, leasing and maintenance of commercial office spaces owned or managed by B. J. A. Associates.

The primary objective of this position is to ensure maximum occupancy of available office spaces, generate prospective tenant enquiries, coordinate property visits, finalise rentals, collect monthly rent and ensure proper upkeep and maintenance of all properties.

The candidate will be expected to independently handle property advertisements, digital marketing, tenant communication, rental follow-ups, documentation and day-to-day property supervision.

2. Key Roles & Responsibilities

A. Property Marketing & Online Advertisements

1.           Prepare and publish advertisements for vacant office spaces on various property portals, including:

o            99acres.com

o            MagicBricks.com

o            OLX

o            Housing.com

o            NoBroker

o            Other relevant property listing websites and social media platforms.

2.           Take high-quality photographs and videos of vacant office spaces, common areas, washrooms, corridors, entrances and other facilities.

3.           Prepare attractive property listings mentioning location, carpet area, floor, rental amount, security deposit, facilities and other relevant details.

4.           Regularly update property advertisements, rental prices, availability and photographs.

5.           Ensure that advertisements remain active and receive maximum visibility.

6.           Explore additional online and offline channels to generate rental enquiries.

7.           Maintain a proper record of advertisements, enquiries and leads generated from different platforms.

B. Lead Generation & Prospective Tenant Management

1.           Handle incoming calls, WhatsApp messages and online enquiries from prospective tenants.

2.           Follow up regularly with interested parties and convert enquiries into actual rentals.

3.           Understand the requirements of prospective tenants regarding office space, area, location, budget and possession date.

4.           Schedule and conduct property visits for prospective tenants.

5.           Show available office spaces and explain rental terms, facilities and other conditions.

6.           Negotiate rental terms within the limits approved by management.

7.           Maintain a database of prospective tenants, including their names, contact numbers, requirements and follow-up status.

8.           Follow up with prospective tenants until the property is rented or the enquiry is closed.

C. Rental Agreement & Tenant Management

1.           Coordinate the complete process of renting out office spaces under an 11-month Leave and License Agreement.

2.           Collect the necessary KYC documents, identity proofs, photographs and other details from prospective tenants.

3.           Coordinate preparation, execution and renewal of Leave and License Agreements.

4.           Ensure timely collection of security deposits, advance payments and monthly rentals.

5.           Maintain a proper record of all tenants, occupied spaces, rental amounts, security deposits, agreement dates and renewal dates.

6.           Monitor expiry dates of agreements and initiate renewal discussions well in advance.

7.           Coordinate with tenants regarding rent revisions, renewals, notices and vacant possession.

8.           Ensure that tenants comply with the terms and conditions of their Leave and License Agreements.

9.           Maintain proper tenant-wise files containing agreements, KYC documents, payment records and correspondence.

D. Rent Collection & Accounts Coordination

1.           Ensure timely collection of monthly rent from all tenants.

2.           Send rent reminders before the due date and follow up on overdue payments.

3.           Maintain a monthly rent collection register and tenant-wise payment records.

4.           Issue rent receipts or coordinate their issuance as instructed by management.

5.           Keep track of outstanding rent, security deposits, maintenance charges and other dues.

6.           Immediately report delayed payments, defaults or disputes to management.

7.           Coordinate with the accounts department for reconciliation of rent received through cash, cheque, NEFT, RTGS or UPI.

8.           Submit a monthly rent collection and outstanding payment report to management.

E. Property Inspection & Maintenance

1.           Conduct regular inspections of all office premises, both occupied and vacant.

2.           Ensure cleanliness and proper upkeep of vacant office spaces, common areas, corridors, staircases, washrooms and other shared facilities.

3.           Supervise housekeeping staff and ensure that the premises remain clean and presentable.

4.           Check the condition and functioning of electrical fittings, lights, fans, air conditioners, plumbing, water supply, doors, windows, locks and other facilities.

5.           Identify maintenance requirements and arrange necessary repairs.

6.           Coordinate and supervise electricians, plumbers, carpenters, painters, cleaners and other maintenance workers.

7.           Obtain quotations for repair and maintenance work and seek management approval before incurring expenses.

8.           Monitor the quality of repair work and ensure timely completion.

9.           Maintain a record of all maintenance expenses, repair work and service providers.

10.         Ensure proper functioning of lifts, fire safety equipment, CCTV, water pumps and other common facilities, wherever applicable.

11.         Conduct regular checks to prevent water leakage, electrical hazards, structural damage and other property-related problems.

F. Tenant Relationship & Complaint Management

1.           Maintain professional and cordial relationships with all existing tenants.

2.           Attend to tenant complaints and maintenance requests promptly.

3.           Coordinate with the concerned service providers to resolve issues.

4.           Ensure that tenants do not cause damage to the property or disturb other occupants.

5.           Monitor common area usage, cleanliness and discipline within the premises.

6.           Bring serious complaints, disputes or violations of agreement terms to management's attention.

G. Property Documentation & Reporting

1.           Maintain an updated register of all available, occupied and vacant office spaces.

2.           Maintain a property-wise record of rental rates, carpet areas, security deposits and agreement periods.

3.           Maintain records of all property photographs, videos, advertisements and prospective tenant enquiries.

4.           Prepare weekly reports on new enquiries, property visits, negotiations and rental conversions.

5.           Prepare monthly reports covering:

o            Total number of office spaces.

o            Occupied and vacant office spaces.

o            New rental enquiries received.

o            Property visits conducted.

o            Agreements executed and renewed.

o            Monthly rent collected.

o            Outstanding rent.

o            Maintenance and repair expenses.

6.           Maintain proper records of keys, access cards and other property-related assets.

3. Additional Responsibilities

1.           Visit different properties or office premises whenever required for inspection, marketing or maintenance.

2.           Ensure that vacant office spaces are always ready for inspection by prospective tenants.

3.           Explore opportunities to improve rental income and reduce vacancy periods.

4.           Suggest improvements in property presentation, facilities and maintenance.

5.           Coordinate with management for rental pricing strategies and special leasing requirements.

6.           Perform any other property-related duties assigned by management from time to time.

4. Educational Qualifications & Experience

•            Minimum qualification: Graduate in any discipline.

•            Preferred experience: 2–5 years in property management, real estate, commercial leasing, facility management or sales.

•            Experience in handling commercial rental properties will be an added advantage.

•            Knowledge of online property portals such as 99acres, Magic Bricks and OLX is essential.

•            Basic knowledge of rental agreements, Leave and License documentation and rent collection procedures is desirable.

5. Required Skills & Competencies

•            Good communication and interpersonal skills.

•            Strong follow-up and negotiation skills.

•            Basic computer knowledge, including MS Excel, Word and email.

•            Ability to operate property listing websites and social media platforms.

•            Ability to take good-quality photographs and videos using a smartphone.

•            Good organisational and record-keeping skills.

•            Ability to coordinate with tenants, vendors, contractors and housekeeping staff.

•            Problem-solving ability and attention to detail.

•            Honest, responsible, disciplined and self-motivated.

•            Ability to work independently and take ownership of assigned responsibilities.

6. Performance Parameters (KPIs)

The performance of the Property Manager will be evaluated based on the following:

1.           Occupancy Rate: Reduction in vacant office spaces and improvement in overall occupancy.

2.           Lead Generation: Number of genuine enquiries generated through online and offline marketing.

3.           Rental Conversion: Number of prospective tenants converted into actual tenants.

4.           Response & Follow-up: Timely response to enquiries and consistent follow-up with prospective tenants.

5.           Rent Collection: Timely collection of monthly rent and reduction in outstanding dues.

6.           Property Maintenance: Cleanliness, upkeep and proper maintenance of all premises.

7.           Agreement Management: Timely execution and renewal of Leave and License Agreements.

8.           Tenant Satisfaction: Prompt resolution of tenant complaints and maintenance issues.

9.           Cost Control: Proper supervision of repair and maintenance expenses.

10.         Reporting: Accurate and timely submission of property management reports.

7. General Terms & Conditions

•            The employee will be responsible for the proper management and upkeep of all properties assigned by management.

•            All rental negotiations, financial commitments, discounts and maintenance expenditures beyond approved limits must receive prior management approval.

•            The employee must maintain confidentiality regarding rental rates, tenant details, agreements and other business information.

•            All rent collections and security deposits must be properly recorded and deposited through the authorised channels of the company.

•            The employee must not enter into any rental commitment or make any promise to prospective tenants without management approval.

•            Regular reporting and accountability to management will be mandatory.

The primary responsibility of the Property Manager is to maximise rental income, minimise vacant office spaces, ensure timely rent collection and maintain all properties in excellent condition.

My additional recommendations for recruitment

For B. J. A. Associates, I would suggest keeping the following points in mind while hiring:

Particulars          Recommendation

Experience        2–5 years

Education           Graduate

Age preference 25–40 years

Salary   Based on experience and capability

Computer skills MS Excel, email, internet

Other skills         Photography, video shooting, online advertisements

Field work          Must be willing to visit properties

Language            Bengali, Hindi and basic English

Three important things I would particularly emphasise:

1. Rental generation: The person should not merely upload advertisements. Their main responsibility should be to actively generate enquiries and convert vacant office spaces into paying tenants.

2. Rent collection: They should be responsible for following up on every tenant's monthly rent and maintaining a proper collection register.

3. Property supervision: They should personally inspect the premises regularly rather than depending entirely on housekeeping or maintenance staff.

I would also recommend making a monthly performance incentive linked to successful rental of vacant office spaces and timely rent collection, so that the employee has a direct motivation to increase occupancy and rental income.